Facilities Coordinator

The Living Company; City of Brisbane; Hybrid; AUD 75,000 - 110,000; Full time

Benefits offered by this job

Health insurance

Paid leave

Employee assistance program

Annual vaccinations

Social events

Job summary

The Living Company in Newstead, Brisbane is seeking a Facilities Coordinator to join a multi-site portfolio. You will manage work orders, coordinate contractors, handle procurement, and support minor works from scope to sign-off.

You’ll build processes, improve preventive maintenance, and partner with Facilities Managers, Operations teams and suppliers to deliver safe, well-maintained spaces for residents and staff.

Qualifications

• Minimum 4 years in facilities coordination, project coordination or equivalent operational role.
• Experience with a work order system; Salesforce preferred.
• Experience coordinating contractors, procurement and compliance docs.
• Experience in PBSA, retirement living, residential, hospitality or multi-site property is preferred.
• Strong Microsoft 365 skills and attention to detail.

Responsibilities

• Administer CMMS and move work orders from creation to completion, including preventive maintenance.
• Monitor progress and inform residents and teams of delays and revised timeframes.
• Coordinate contractor onboarding and ensure documentation is current.
• Manage purchase orders, procurement and invoice processing for facilities.
• Coordinate building audits and raise defects and risks to Facilities Managers.
• Support minor works projects from scope to sign-off and reporting.
• Provide visibility of maintenance and project activity to managers.
• Build strong relationships with contractors, suppliers, and operations teams.
• Identify opportunities to improve maintenance and facilities processes.

Skills

Facilities coordination

Project coordination

Work order management

Contractor onboarding

Communication skills

Attention to detail

MS 365 proficiency

Education

Facilities management qualification

Tools

Salesforce

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.