Facilities Administration Manager | Scheduling Leader

Programmed Maintenance Services; Canberra; On-site; AUD 90,000 - 110,000; Full time

Benefits offered by this job

Retailer discounts

Parental leave

Professional development

Job summary

Programmed Maintenance Services in Canberra seeks an experienced Administration Manager to lead a team of Schedulers and oversee the day-to-day delivery of services to clients. The role requires strong planning, organisational skills and a focus on service excellence in a fast-paced environment.

You will manage scheduling workflows, coordinate with contractors and suppliers, and provide timely reporting to support client needs and contractual commitments.

Qualifications

• Experience leading a team in a fast-paced operational environment.
• Experience in KPI-driven environments and delivering against service targets.
• Experience working with schedulers, contractors and suppliers.
• Proven experience managing end-to-end work order processes from raising to completion.
• Strong communication and interpersonal skills with diverse stakeholders.
• Proactive, hands-on and people-focused leadership style.
• Strong organizational skills and ability to manage competing priorities.
• Ability to obtain National Police Check.
• Ability to obtain WWVP registration in the ACT.

Responsibilities

• Lead, mentor and support a team of Schedulers.
• Manage scheduling inboxes, ensuring work is allocated and actioned promptly.
• Coordinate and track delivery of annual planned and capital works programs with contract KPIs.
• Monitor and manage project and client forecasts and budgets.
• Raise work orders and oversee end-to-end processes to completion.
• Track and report on work in progress.
• Analyse operational data to provide insights for decision-making.
• Prepare and deliver monthly, quarterly and annual reports and contribute to budgeting.
• Provide accurate data and reports to support client reporting requirements.
• Identify and implement process improvements in scheduling and reporting.
• Participate in regular client meetings and monthly reviews.

Skills

Team leadership

KPIs & targets

Stakeholder management

Scheduling & work orders

Communication

Job description

Programmed Maintenance Services in Canberra seeks an experienced Administration Manager to lead a team of Schedulers and oversee the day-to-day delivery of services to clients. The role requires strong planning, organisational skills and a focus on service excellence in a fast-paced environment.

You will manage scheduling workflows, coordinate with contractors and suppliers, and provide timely reporting to support client needs and contractual commitments.