Facilities & Office Administrator

Opteon Property Group Pty Ltd; City of Melbourne; Hybrid; AUD 42,000 - 56,000; Part time

Benefits offered by this job

Corporate health insurance discount

Novated leasing options

Wellbeing initiatives including EAP

Hybrid work arrangements

Job summary

Opteon Property Group Pty Ltd in Melbourne is seeking a highly organised Facilities & Office Administrator to support day-to-day management of our office facilities across Australia and New Zealand. The role works with the Facilities Manager and offers a flexible, hybrid arrangement with at least one day in the Melbourne office.

You will coordinate maintenance, supplier relationships, relocations and fit-outs, manage invoices and procurement, and help improve processes to deliver a positive

Qualifications

• Experience in facilities coordination or office administration.
• Strong organisational skills with multiple priorities.
• Excellent communication and stakeholder management.
• Proactive, improvement-focused mindset.
• Attention to detail and accountability.
• Ability to work autonomously and collaboratively.
• Experience with supplier management is advantageous.

Responsibilities

• Coordinate preventative and reactive maintenance across locations.
• Liaise with landlords, contractors and service providers.
• Support openings, relocations and closures, incl. furniture procurement.
• Maintain office security and access registers.
• Monitor cleaning, hygiene, postal and office supplies.
• Manage kitchen, stationery, mail and catering.

Skills

Facilities coordination

Office administration

Stakeholder management

Organisational skills

Communication

Attention to detail

Tools

Procurement software

Facilities management software

Job description

About Opteon

At Opteon, we're committed to delivering trusted property insights and valuation services that help our customers make confident decisions. Our people are at the heart of what we do, and we're passionate about creating an exceptional workplace experience that supports collaboration, productivity and growth. We are currently seeking a highly organised and proactive Facilities & Office Administrator to join our team in Melbourne.

About the Role

This is a varied and hands-on role responsible for supporting the day-to-day management of our office facilities and administrative operations across Australia and New Zealand. Working closely with the Facilities Manager, you'll help ensure our offices operate efficiently, safely and cost-effective while delivering a positive workplace experience for our people. You'll coordinate office maintenance, supplier relationships, office relocations and fit-outs, invoice management, procurement activities and workplace services, while also identifying opportunities to improve processes and drive efficiencies. This role is part-time (0.6 FTE) and requires attendance in our Melbourne office at least one day per week, with flexibility to work across 4-5 days, including Tuesday, Wednesday and Friday.

Key Responsibilities

Facilities & Workplace Management

• Coordinate preventative and reactive maintenance across office locations.
• Liaise with landlords, contractors, tradespeople and service providers to resolve facilities-related issues.
• Support office openings, relocations and closures, including furniture procurement, signage, service connections and make-good activities.
• Maintain office security and access registers, including management of keys and security passes.
• Monitor workplace services including cleaning, hygiene, postal and office supply providers.
• Manage kitchen supplies, stationery, mail distribution and catering requirements.

Supplier & Contract Management

• Build and maintain strong relationships with suppliers and service providers.
• Source new suppliers and assist with negotiating service agreements and contracts.
• Ensure purchasing activities comply with internal supplier management frameworks.
• Identify opportunities to improve value, reduce costs and streamline processes.

Administration & Finance

• Support Review and approve facilities-related invoices through internal systems.
• Resolve invoice discrepancies and work with suppliers to ensure timely payment.
• Maintain accurate records and documentation relating to facilities and supplier contracts.
• Support reporting and administrative activities as required.
• Assist with projects, initiatives and ad hoc business support activities.

About You

• Previous experience in facilities coordination, office administration, workplace management or a similar role.
• Strong organisational skills and the ability to manage multiple competing priorities.
• Excellent communication and stakeholder management skills.
• A proactive, solutions-focused mindset with a continuous improvement approach.
• Strong attention to detail and a high level of accountability.
• The ability to work autonomously while collaborating effectively with internal and external stakeholders.
• Experience managing suppliers, procurement activities or contract negotiations will be highly regarded.

What we offer

• A structured induction and a documented development plan.
• Flexibility to work from home, with hybrid arrangements available
• Corporate health insurance discount
• Novated leasing options
• Wellbeing initiatives including EAP services

Opteon is committed to cultivating and preserving a culture of inclusion and connectedness, where employees are embraced for their unique qualities and valued for their contributions. We encourage applications from everyone, including people living with disability, job seekers of all ages, members of the LGBTIQA+ community and people from culturally diverse backgrounds, including First Nations People.