Facilities Coordinator

Inchcape Australasia; City of Melbourne; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Additional Wellbeing Leave Day

Annual Volunteering Leave Day

Employee benefits program including discounts on vehicle purchases

Job summary

A global automotive leader is seeking an individual to manage purchase orders and payments for maintenance contractors. The role involves overseeing compliance, coordinating site audits, and supporting facilities administration across Victorian sites. The ideal candidate will have administrative experience, strong organizational skills, and may have exposure to procurement systems. The company offers a positive team environment, flexible work policies, and generous employee benefits including additional leave days and financial recognition for achievements.

Qualifications

• Experience in engaging contractors and handling supplier payments.
• Understanding of health and safety requirements is a plus.
• Ability to manage competing priorities and meet deadlines.

Responsibilities

• Manage purchase orders and payments for maintenance contractors.
• Maintain the maintenance register and oversee compliance.
• Conduct quarterly site audits and manage contractor approvals.

Skills

Administrative experience in office, retail, or logistics

Strong organizational and time-management skills

Understanding of contractor engagement and supplier payments

Education

Cert IV in WHS (desirable)

Tools

Basware

Coupa

SAP

ERA

Job description

At Inchcape, we are a global leader in automotive distribution and retail, representing some of the world's most iconic vehicle brands. Our commitment to excellence ensures that we deliver outstanding customer experiences and operational efficiency across our supply chain.

About the Role

We operate a diverse portfolio across distribution, fulfilment, and retail. In distribution, we act as custodian for some of the world’s most recognised brands. Through fulfilment, we design and manage a dynamic, end‑to‑end value chain. In retail, we deliver a consistent, world‑class customer experience. The Centre exists to empower each business to excel in the customer journey while driving sustainable growth. Leveraging local and global strengths, it provides strategy, finance, legal, marketing, infrastructure, systems, capability building, and people management. As a centre of excellence, it delivers depth, scale, and efficiency for our partners, and enables long‑term value creation everywhere globally.

Key Responsibilities

• Manage purchase orders and payments for all maintenance and facilities contractors across TAR and ANX sites.
• Maintain the maintenance register, oversee PPM compliance in Victoria, track contractor activities, and ensure accurate record management.
• Conduct quarterly site audits, scope minor works, and manage contractor approvals, procurement, and onsite coordination.
• Partner with the HSE team to manage contractor inductions, permits to work, and compliance for high‑risk activities.
• Manage the FM Helpdesk for Victorian sites, coordinating ad hoc maintenance requests and service delivery.
• Provide property and soft services support for Vic Retail, including cleaning, security, consumables, and ad hoc projects.

About You

• Experience in administrative roles within office, retail, or logistics environments, with an understanding of contractor engagement, supplier payments, and the ability to work autonomously.
• Exposure to procurement and financial systems (e.g. Basware, Coupa, SAP, ERA) and experience supporting property or facilities administration in an agency, owner, or occupier environment (desirable).
• Understanding of health and safety requirements when engaging contractors, or willingness to develop this capability through training; Cert IV in WHS desirable.
• Strong organisational and time‑management skills, with the ability to manage competing priorities, stakeholders, and workloads to meet agreed timeframes.
• Where possible, our flexible work policy helps support you in achieving a genuine work‑life balance.
• Thorough and ongoing training provided to support you in all aspects of your role.
• Career and development opportunities – providing you with a sense of purpose and direction, you drive your destiny with Inchcape.
• Supportive team environment – we foster a positive and supportive team culture and thrive on working well together.
• Enjoy more time doing what you love with additional days off including an annual Wellbeing Leave Day and annual Volunteering Leave Day each year.
• Recognition and Rewards – we recognise individual and team accomplishments.
• Access to our employee benefits program including company car rental program and discounts on vehicle purchases, plus many more!

Inchcape Australia is proud to be certified as a Family Inclusive Workplace, recognising our commitment to supporting colleagues with diverse family and caring responsibilities. Here, you’ll be empowered to thrive both at work and at home.