Facilities Coordinator

Inchcape Motors Finland Oy; Altona; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Flexible work policy

Annual Wellbeing Leave Day

Discounts on vehicle purchases

Job summary

Inchcape Motors Finland Oy is seeking a Facilities Coordinator located in Altona, Australia. This role involves managing purchase orders for maintenance across retail sites and overseeing contractor activities. The ideal candidate will have administrative experience in retail, strong organisational skills, and be familiar with procurement systems.

Inchcape offers a supportive team culture, flexible work policies, and additional leave days for well-being and volunteering. Join us to drive your career with opportunities for growth and training.

Qualifications

• Experience in administrative roles within office, retail, or logistics environments.
• Understanding of contractor engagement and supplier payments.
• Strong time-management skills and ability to manage competing priorities.

Responsibilities

• Manage purchase orders and payments for maintenance contractors.
• Conduct quarterly site audits and manage contractor approvals.
• Manage the FM Helpdesk for Victorian sites.

Skills

Administrative experience in retail or logistics

Understanding of contractor engagement

Strong organisational skills

Education

Cert IV in WHS (desirable)

Tools

Basware

Coupa

SAP

ERA

Job description

**Position - Facilities Coordinator****Location - Altona****Our Story**At Inchcape, we are a global leader in automotive distribution and retail, representing some of the world's most iconic vehicle brands. Our commitment to excellence ensures that we deliver outstanding customer experiences and operational efficiency across our supply chain.**About the Role**We operate a diverse portfolio across distribution, fulfilment, and retail. In distribution, we act as custodian for some of the world’s most recognised brands. Through fulfilment, we design and manage a dynamic, end‐to‐end value chain. In retail, we deliver a consistent, world‐class customer experience. The Centre exists to empower each business to excel in the customer journey while driving sustainable growth. Leveraging local and global strengths, it provides strategy, finance, legal, marketing, infrastructure, systems, capability building, and people management. As a centre of excellence, it delivers depth, scale, and efficiency for our partners, and enables long‐term value creation everywhere globally.**Key Responsibilities*** Manage purchase orders and payments for all maintenance and facilities contractors across Trivett Retail sites and ANX sites.* Maintain the maintenance register, oversee PPM compliance in Victoria, track contractor activities, and ensure accurate record management.* Conduct quarterly site audits, scope minor works, and manage contractor approvals, procurement, and onsite coordination.* Partner with the HSE team to manage contractor inductions, permits to work, and compliance for high‐risk activities.* Manage the FM Helpdesk for Victorian sites, coordinating ad hoc maintenance requests and service delivery.* Provide property and soft services support for Vic Retail, including cleaning, security, consumables, and ad hoc projects.**About You*** Experience in administrative roles within office, retail, or logistics environments, with an understanding of contractor engagement, supplier payments, and the ability to work autonomously.* Exposure to procurement and financial systems (e.g. Basware, Coupa, SAP, ERA) and experience supporting property or facilities administration in an agency, owner, or occupier environment (desirable).* Understanding of health and safety requirements when engaging contractors, or willingness to develop this capability through training; Cert IV in WHS desirable.* Strong organisational and time‐management skills, with the ability to manage competing priorities, stakeholders, and workloads to meet agreed timeframes.**Why join Inchcape?*** Where possible, our flexible work policy helps support you in achieving a genuine work-life balance.* Thorough and ongoing training provided to support you in all aspects of your role.* Career and development opportunities – providing you with a sense of purpose and direction, you drive your destiny with Inchcape.* Supportive team environment – we foster a positive and supportive team culture and thrive on working well together.* Enjoy more time doing what you love with additional days off including an annual Wellbeing Leave Day and annual Volunteering Leave Day each year.* Recognition and Rewards – we recognise individual and team accomplishments.* Access to our employee benefits program including company car rental program and discounts on vehicle purchases, plus many more!*Inchcape Australia is proud to be certified as a Family Inclusive Workplace, recognising our commitment to supporting colleagues with diverse family and caring responsibilities. Here, you’ll be empowered to thrive both at work and at home.*