Facilities Coordinator

Aspen; City of Brisbane; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

24/7 Employee Assistance Program

Job summary

Aspen Medical in Brisbane is seeking a proactive Facilities Coordinator to join the Corporate Services team. You will oversee safe, efficient operation of our corporate facilities across Canberra, Brisbane and Perth, coordinating maintenance, contractor management and compliance.

You will bring 12+ months’ facilities coordination experience, strong communication and organisational skills, and be able to manage multiple sites with reliability. Brisbane-based with interstate travel as needed.

Qualifications

• Minimum of 12 months’ relevant experience in facilities coordination, workplace operations, property services or corporate services.
• Experience coordinating contractors, landlords and service providers across multiple sites.
• Experience managing budgets and expenditure.
• Qualifications in facilities management, property, building services, work health and safety, or business administration.

Responsibilities

• Coordinate planned and reactive maintenance across corporate facilities.
• Manage relationships with landlords, building managers, contractors and service providers.
• Maintain lease, utility, asset, access, maintenance and compliance records.
• Coordinate workplace inspections, contractor inductions and hazard rectification with Health and Safety Manager.
• Coordinate office moves, minor fit-outs and workspace reconfigurations.
• Monitor facilities budgets and expenditure, obtain quotations and review invoices against approved work.
• Coordinate responses to facilities incidents and workplace disruptions.
• Report on maintenance, contractor performance, expenditure, compliance and improvement initiatives.
• Support Brisbane office onboarding, workstation allocation, meeting room readiness and office activities.

Skills

Communication skills

Stakeholder engagement

Problem-solving

Organisational skills

Education

Facilities management qualification

Property/building services qualification

Work health and safety qualification

Business administration qualification

Tools

Microsoft 365

Facilities management systems

Job description

Aspen Medical is seeking a proactive and organised Facilities Coordinator to join our Corporate Services team in Brisbane. Reporting to the General Manager Corporate Services, you will coordinate the safe, efficient and professional operation of our five Australian corporate facilities across Canberra, Brisbane and Perth.

This role combines facilities operations, contractor management, maintenance coordination and compliance, with opportunities to improve workplace services across our national portfolio.

Key Responsibilities

• Coordinate planned and reactive maintenance, servicing and repairs across our corporate facilities.
• Manage relationships with landlords, building managers, contractors and service providers.
• Maintain lease, utility, asset, access, maintenance and compliance records.
• Coordinate workplace inspections, contractor inductions and hazard rectification in consultation with the Health and Safety Manager.
• Coordinate office moves, minor fit-outs, refurbishments and workspace reconfigurations.
• Monitor facilities budgets and expenditure, obtain quotations and review invoices against approved work.
• Coordinate responses to facilities incidents and workplace disruptions.
• Report on maintenance, contractor performance, expenditure, compliance and improvement initiatives.
• Support Brisbane office onboarding, workstation allocation, meeting room readiness and office activities.
• Minimum of 12 months’ relevant experience in facilities coordination, workplace operations, property services or corporate services, including responsibility for multiple sites or a dispersed property portfolio.
• Experience coordinating contractors, suppliers and service providers.
• Experience managing budgets and operational expenditure.
• Strong communication, stakeholder engagement and problem-solving skills.
• Excellent organisational skills and attention to detail.
• Ability to manage competing priorities with initiative, accountability and professionalism.
• A current Australian driver licence and willingness to undertake periodic interstate travel.
• Availability to attend facilities outside standard business hours when reasonably required.
• Qualifications in facilities management, property, building services, work health and safety, or business administration.
• Experience using Microsoft 365 and facilities management systems.
• Experience coordinating workplace onboarding.
• Experience working in a corporate, healthcare, regulated or multi-site environment.

What we offer

• A Brisbane-based role with responsibility across a national facilities portfolio.
• Varied work spanning workplace operations, maintenance and facilities projects.
• Opportunities to introduce practical service improvements and workplace efficiencies.
• Access to a 24/7 Employee Assistance Program.
• The opportunity to contribute to a global healthcare organisation with a strong social purpose.

Aspen Medical values diversity and inclusion and encourages applications from all backgrounds, including Aboriginal and Torres Strait Islander peoples, LGBTQIA+ communities, and those from diverse cultural backgrounds. We also welcome applications from ADF veterans with relevant experience.