Facilities Coordinator

Capstone Recruitment; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Capstone Recruitment seeks a proactive Facilities Coordinator for a commercial property in Melbourne's south east. You will be the on-site point of contact for tenants, contractors and service providers, coordinating day-to-day operations to keep the site safe and well maintained.

You will work with the property and facilities team to manage administrative tasks, inspections, and compliance while building strong relationships with tenants and suppliers.

Qualifications

• Experience in Facilities Administration, Coordination or Property Administration.
• Strong organisational and process management skills.
• Confident communicator with relationship-building abilities.

Responsibilities

• Act as the first point of contact on-site for tenants, contractors and service providers.
• Manage the work order system, ensuring requests are logged, actioned and closed out.
• Conduct regular site inspections and coordinate timely maintenance.
• Walk the site to identify issues and engage with tenants for real-time problem solving.
• Coordinate contractors and ensure inductions, access, permits and compliance documentation.

Skills

Facilities Administration

Coordination

Customer service

Excel

Tools

Excel

Job description

About the Company

Our client is a property investment and asset management business with a national portfolio, known for a hands-on, relationship-driven approach to managing its assets. This is a genuinely supportive environment where initiative is valued and career growth is supported for the right person.

The Opportunity

We are seeking a motivated and energetic Facilities Coordinator for a commercial property in Melbourne's south east. This is a hands-on, customer-facing role, more akin to centre management than traditional facilities management, where you will be the key point of contact for tenants, contractors and service providers on a day-to-day basis.

Working closely with the wider property and facilities team, you will coordinate the day-to-day operational and administrative requirements of the site, ensuring it is safe, well maintained and running smoothly.

This role suits someone who is administratively strong, while also being proactive enough to walk the site, assess issues, engage with tenants, build relationships and problem solve, more than someone looking for a heavily technical or trades-based role.

Key Responsibilities

• Act as the first point of contact on-site for tenants, contractors and service providers


• Manage the work order system, ensuring requests are logged, actioned and closed out in a timely manner


• Conduct regular site inspections, identifying maintenance and operational issues and coordinating timely resolution


• Walk the site regularly to proactively assess issues, engage with tenants and problem solve in real time


• Coordinate contractors and service providers, including inductions, site access, permits and compliance documentation


• Support essential services testing and compliance obligations


• Maintain accurate site records, maintenance schedules, compliance documentation and service reports


• Assist with monitoring expenditure, including purchase orders, invoices and quotations


• Support WHS requirements, risk assessments and incident reporting


• Build and maintain strong relationships with tenants, contractors and internal stakeholders


• Provide general onsite support to the Property and Asset Management teams

About the Company

Our client is a property investment and asset management business with a national portfolio, known for a hands-on, relationship-driven approach to managing its assets. This is a genuinely supportive environment where initiative is valued and career growth is supported for the right person.

The Opportunity

We are seeking a motivated and energetic Facilities Coordinator for a commercial property in Melbourne's south east. This is a hands-on, customer-facing role, more akin to centre management than traditional facilities management, where you will be the key point of contact for tenants, contractors and service providers on a day-to-day basis.

Working closely with the wider property and facilities team, you will coordinate the day-to-day operational and administrative requirements of the site, ensuring it is safe, well maintained and running smoothly.

This role suits someone who is administratively strong, while also being proactive enough to walk the site, assess issues, engage with tenants, build relationships and problem solve, more than someone looking for a heavily technical or trades-based role.

Key Responsibilities

• Act as the first point of contact on-site for tenants, contractors and service providers


• Manage the work order system, ensuring requests are logged, actioned and closed out in a timely manner


• Conduct regular site inspections, identifying maintenance and operational issues and coordinating timely resolution


• Walk the site regularly to proactively assess issues, engage with tenants and problem solve in real time


• Coordinate contractors and service providers, including inductions, site access, permits and compliance documentation


• Support essential services testing and compliance obligations


• Maintain accurate site records, maintenance schedules, compliance documentation and service reports


• Assist with monitoring expenditure, including purchase orders, invoices and quotations


• Support WHS requirements, risk assessments and incident reporting


• Build and maintain strong relationships with tenants, contractors and internal stakeholders


• Provide general onsite support to the Property and Asset Management teams

About You

• Experience in a Facilities Administration, Coordination, Property Administration, or someone looking to step up from a Trade Background with strong administrative skills


• Some exposure to or comfort working alongside trades is a bonus, though this is not a hands-on trade role


• Highly organised and administratively strong, comfortable managing volume and process


• Confident communicator with a natural relationship-building style


• A proactive, \"get up and go\" attitude and genuine enthusiasm for the role


• Basic understanding of leasing terms (net versus gross) and outgoings is an advantage


• Good working knowledge of Excel and general data management is a bonus

Why This Role

• Join an agile and genuinely supportive team where your contribution is visible and valued


• Variety in your day to day, from tenant relationships through to hands-on site coordination


• Long term career support, including internal mobility for the right person as the business grows


• A well-resourced site with modern systems and support in place