Facilities Coordinator

Icon Oncology Group; City of Brisbane; On-site; AUD 70,000 - 95,000; Full time

Job summary

Icon Oncology Group is Australia’s largest dedicated cancer care provider, delivering end-to-end care across medical, radiation and allied services. We seek a proactive Facilities Coordinator to support a national portfolio from our South Brisbane/Valley office.

You’ll manage preventive maintenance coordination, asset records and contractor communications, partnering with Site Managers to ensure timely work and compliance. A hands‑on administrator role focused on reliability and service quality.

Qualifications

• Must be highly organised, proactive and detail oriented.
• Strong written and verbal communication with multiple stakeholders.
• Ability to coordinate maintenance activities and follow up actions.
• Commitment to data quality, records management and documentation control.

Responsibilities

• Coordinate preventive maintenance activities, scheduling and contractor engagement.
• Manage day-to-day facilities administration including work orders and purchase orders.
• Collaborate with site managers to schedule maintenance with minimal disruption to clinical ops.
• Maintain asset registers, maintenance schedules and service reports.
• Review records for accuracy, identify gaps and drive data quality improvements.
• Monitor maintenance performance and assist with regulatory compliance tasks.
• Support audits and lifecycle planning with asset condition data.

Skills

Organised

Detail oriented

Data skills

Stakeholder comms

Problem solving

Education

Facilities Management qualification

Tools

MaintainX

SharePoint

Power BI

Job description

Icon Oncology Group is Australia’s largest dedicated cancer care provider and has expanded globally. We are built on a strong but simple vision – to deliver the best care possible, to as many people as possible, as close to home as possible.

We bring together all aspects of quality cancer care, including medical oncology, radiation oncology, haematology, pharmacy and chemotherapy compounding to deliver a true end-to-end seamless service for cancer patients internationally.

The Opportunity

As a Facilities Coordinator on a permanent full-time basis in our South Brisbane/Valley office, you’ll join a small and connected Facilities team supporting a growing national portfolio of cancer treatment centres.

Reporting to the National Facilities Manager, you’ll play an important role in coordinating our national maintenance program and supporting the day‑to‑day operation, compliance and performance of our facilities, equipment and assets.

This is a hands‑on coordination role that combines facilities administration, preventive maintenance coordination, contractor management, compliance support and facilities data management. You’ll work closely with Site Managers, service providers and internal stakeholders to ensure preventive and reactive maintenance activities are completed on time, records are accurate and our Facilities systems remain reliable and up to date.

As our portfolio continues, accurate facilities and asset information is increasingly important to how we plan maintenance, manage risk and make informed asset and lifecycle decisions.

What you’ll be doing

You’ll contribute to the effective operation of our national Facilities function by:

• Coordinating preventive maintenance activities, including scheduling, contractor engagement, service completion tracking and management of overdue works.
• Managing day‑to‑day Facilities administration, including work orders, quotations, contractor communications, purchase order requests, contract records and system updates within MaintainX.
• Partnering with Site Managers and service providers to coordinate maintenance works, asset lifecycle activities and contractor services while minimising disruption to clinical operations.
• Maintaining accurate asset, maintenance and compliance records in MaintainX, including asset registers, maintenance schedules, service reports, supporting documentation and system data quality.
• Reviewing and validating maintenance, compliance and asset information, identifying missing, duplicate or inconsistent records and working with stakeholders to resolve issues.
• Monitoring maintenance performance, compliance requirements and key Facilities metrics, identifying recurring issues, risks and opportunities to improve asset reliability and operational efficiency.
• Supporting asset lifecycle planning through the collection and consolidation of asset condition, maintenance history, replacement requirements and Facilities‑related data.
• Supporting audits, accreditation activities and regulatory compliance requirements, including contractor management, preventive maintenance setup, supplier onboarding and system administration.
• Escalating maintenance risks, technical issues, contractor performance concerns and compliance matters to the National Facilities Manager as required.
• Providing operational support across the Facilities team, including backup support during leave periods, workload peaks and continuous improvement initiatives.

About You

We’re looking for someone who is organised, proactive and detail-oriented, with the ability to manage competing priorities and follow tasks through to completion.

You’ll enjoy working with both people and data and will be comfortable communicating with Site Managers, contractors and internal stakeholders to get things moving.

You’ll also bring:

• Strong organisational skills and a high level of attention to detail.
• Clear and confident written and verbal communication skills.
• The ability to coordinate multiple maintenance activities and follow up outstanding actions.
• A strong understanding of the importance of accurate records, data quality and document control.
• An analytical and practical mindset, with an interest in understanding maintenance trends, recurring issues and asset performance.
• The ability to identify gaps or issues, investigate information and elevate matters appropriately.
• Confidence using systems and technology, with good reporting and data skills.
• A willingness to learn and develop your understanding of asset management, maintenance strategies and lifecycle management.
• The ability to build positive working relationships with internal stakeholders and external service providers.
• A genuine desire to take ownership of your responsibilities and contribute to the continued improvement of the Facilities function.

It would be advantageous, but not essential, if you have:

• Experience in facilities management, maintenance coordination, asset management or a similar operational environment.
• Experience working with contractors, suppliers and service providers.
• Experience with compliance, accreditation, risk management or regulated environments.
• Qualifications in Facilities Management, Asset Management, Business, Administration or a related discipline.
• Experience using MaintainX, SharePoint, Power BI or other facilities/asset management systems.
• Experience working with asset registers, preventive maintenance programs or maintenance records.

Why join Icon?

At Icon, our people make us who we are. They shape our impact and drive our success.

As part of the Facilities team, you’ll have the opportunity to contribute to the environments that support our clinical teams and ultimately help deliver the best possible care to our patients.

You’ll also have the opportunity to develop your knowledge across facilities operations, compliance, asset performance and lifecycle management while working within a national portfolio.

Excited to join us and help change people’s lives for the better?