Facilities Coordinator

Scape; City of Brisbane; Hybrid; AUD 70,000 - 95,000; Full time

Job summary

Newstead, Brisbane — Scape is seeking a Facilities Coordinator to manage day-to-day facilities operations across multiple Scape properties. This is a hands-on, on-site role working with Facilities Managers to keep work orders moving, contractors compliant, and procurement on track.

You will help improve maintenance systems and processes, coordinate minor works, audits and reporting, and build strong relationships with contractors and operations teams across the portfolio.

Qualifications

• 4+ years’ experience in facilities coordination or a closely related operational role.
• Experience with a work order management system; Salesforce experience preferred.
• Experience coordinating contractors, procurement and compliance documentation.
• Experience in PBSA, retirement living, residential, hospitality or multi-site commercial property is preferred.

Responsibilities

• Administer our CMMS and keep work orders moving from creation through to completion, including preventative maintenance and overdue works
• Monitor maintenance progress and proactively communicate delays and revised timeframes to residents and Operations teams
• Coordinate contractor onboarding and compliance, ensuring required documentation remains current
• Manage purchase orders, procurement activity and invoice processing, including coordinating the facilities procurement mailbox
• Coordinate building audits and elevate defects, compliance risks and recurring issues to Facilities Managers
• Support minor works projects from scope and contractor engagement through to completion and sign-off
• Prepare reports and provide Facilities Managers with visibility of maintenance, compliance and project activity
• Build strong working relationships with contractors, suppliers, Facilities Managers and operational teams across Scape
• Identify opportunities to improve preventative maintenance, systems and facilities processes across the portfolio

Skills

Facilities coordination

Contractor onboarding

Procurement management

Salesforce experience

Multisite operations

Tools

CMMS software

Microsoft 365

Job description

Newstead, Brisbane | Full-Time | On-Site (5 Days)

WHO WE ARE

Founded in 2013 as Scape Australia, leaders in student housing, we've since grown into a vertically integrated living platform known as The Living Company; managing $17B in assets across Student Living (Scape), Rent to Live - Affordable Housing (RTL Co.), and Retirement Living (Aveo); spanning site origination, investment, planning, design, development, construction, and operations. The Living Company is reshaping the way Australians live by delivering sustainable, community-driven, and high-quality spaces across the country.

THE ROLE

As our Facilities Coordinator, you’ll play a key role in keeping facilities operations running smoothly across our Scape properties. Working closely with our Facilities Managers, you’ll coordinate the day-to-day engine room of facilities operations - keeping work orders moving, contractors compliant, procurement on track and minor works progressing. This is a hands-on coordination role where organisation, communication and attention to detail really matter. You’ll also have the opportunity to improve the systems and processes that support our teams across the portfolio.

WHAT YOU’LL DO:

• Administer our CMMS and keep work orders moving from creation through to completion, including preventative maintenance and overdue works
• Monitor maintenance progress and proactively communicate delays and revised timeframes to residents and Operations teams
• Coordinate contractor onboarding and compliance, ensuring required documentation remains current
• Manage purchase orders, procurement activity and invoice processing, including coordinating the facilities procurement mailbox
• Coordinate building audits and elevate defects, compliance risks and recurring issues to Facilities Managers
• Support minor works projects from scope and contractor engagement through to completion and sign-off
• Prepare reports and provide Facilities Managers with visibility of maintenance, compliance and project activity
• Build strong working relationships with contractors, suppliers, Facilities Managers and operational teams across Scape
• Identify opportunities to improve preventative maintenance, systems and facilities processes across the portfolio

WHAT YOU’LL BRING

You’re organised, proactive and comfortable managing multiple priorities. You’ll bring:

• At least 4 years’ experience in facilities coordination, project coordination or a closely related operational role
• Experience with a work order management system; Salesforce experience is preferred
• Experience coordinating contractors, procurement and compliance documentation
• Experience in PBSA, retirement living, residential, hospitality or multi-site commercial property is preferred
• Strong Microsoft 365 skills, excellent attention to detail and the ability to manage competing priorities and deadlines independently
• Clear communication skills, a customer-service mindset and a genuine interest in improving systems, processes and ways of working
• A qualification in facilities management, business administration, property or a related discipline is desirable, but not essential. Relevant experience will be considered in lieu of formal qualifications.

WHY YOU'LL LOVE WORKING WITH US

We don't just create a great place to work — we bring the good vibes every single day. Here's a taste of what comes with joining the team:

• The ability to make a visible difference as your work directly contributes to safe, well-maintained spaces and a better day-to-day experience for residents
• Own meaningful work by taking ownership of work orders, contractor compliance, procurement and facilities systems
• Build broad experience alongside Facilities, Operations, Finance, contractors and suppliers across a complex, multi-site environment
• Be part of a purpose-led organisation that is reshaping how Australians live.
• Enjoy a range of health and wellbeing benefits, including paid leave days, health insurance, retail and leisure discounts, annual vaccinations, skin checks, employee referral programs and employee assistance programs.
• Open plan Newstead Office, close to Bowen Hills train station, with regular social events

The Living Company honours and welcomes the rich heritage and contributions of the Traditional Custodians of the land and pays respect to their Elders past, present and future. Our workplace embraces diversity and strives to create an inclusive environment that respects and values your culture, traditions, and perspectives. Join us in building a harmonious and empowered community where everyone's voice is heard and celebrated.