Facilities Officer

IP Australia; Canberra; Hybrid; AUD 65,000 - 80,000; Full time

Benefits offered by this job

Hybrid work arrangements

Flexible hours

15.4% superannuation contributions

Salary packaging options

Family-friendly policies

Mental health and wellbeing programs

Job summary

IP Australia is seeking a Facilities Officer to support day-to-day facilities management in Canberra, combining service focus with organised and methodical work. You will handle routine enquiries, coordinate tasks, and escalate complex matters while building strong relationships with internal and external stakeholders.

The role includes triaging requests via ServiceNow, logging maintenance in Corrigo, and providing procurement and secretariat support.

Qualifications

• Experience handling routine facilities enquiries via email and ServiceNow.
• Familiarity with Corrigo for logging maintenance and tracking progress.
• Ability to work with internal and external stakeholders and contractors.

Responsibilities

• Respond to routine facilities enquiries and escalate complex matters.
• Triage and manage facility requests via email and ServiceNow.
• Log maintenance jobs and quotes in Corrigo; monitor progress.
• Escort service providers on site per security/workplace rules.
• Support process improvements and documentation for facilities.
• Prepare papers and track actions for subtenant meetings.
• Assist procurement and admin tasks to support the team.
• Develop knowledge of facilities practices and policies.
• Support IP Australia’s Net Zero and environmental initiatives.
• Maintain safety responsibilities under the Work Health and Safety Act 2011.
• Engage in workplace change and continuous improvement.
• Identify and manage risks within the role.

Skills

Service orientation

Organisation

Attention to detail

Stakeholder management

Tools

ServiceNow

Corrigo

Job description

The Facilities Officer supports the day-to-day delivery of facilities management services for IP Australia. The role is suited to a service-focused, organised and methodical person who can work under limited direction, manage routine enquiries, coordinate tasks through established systems and escape more complex matters appropriately. The position requires sound judgement, attention to detail and the ability to build productive working relationships with internal and external stakeholders.

The Facilities Officer supports the day-to-day delivery of facilities management services for IP Australia. The role is suited to a service-focused, organised and methodical person who can work under limited direction, manage routine enquiries, coordinate tasks through established systems and expedite more complex matters appropriately. The position requires sound judgement, attention to detail and the ability to build productive working relationships with internal and external stakeholders.

The key duties of the position include:

The key duties of the APS 4 Facilities Officer are:

• Assist the Property and Services Team to respond to routine facilities enquiries and escape complex or sensitive matters in a timely manner.
• Triage and manage facilities requests received through email and ServiceNow, including Canberra-based facilities tickets.
• Log facilities maintenance jobs and quotation requests in the JLL Corrigo system, monitor progress through to completion and escape delays or issues as required.
• Escort service providers onsite when required and in accordance with security and workplace requirements.
• Support systems, process improvement and procedural documentation to ensure facilities processes remain accurate, practical and fit for purpose.
• Provide secretariat support for monthly and bi-monthly subtenant meetings, including preparing papers, recording actions and following up outcomes.
• Undertake procurement and administrative activities to support the effective operation of the team.
• Develop and maintain knowledge of facilities management practices, relevant systems, policies and procedures.
• Contribute to IP Australia’s commitment to Net Zero by 2030 through sustainable workplace practices and support for environmental reporting and initiatives.
• Maintain an understanding of responsibilities under the Work Health and Safety Act 2011 and contribute to a healthy, safe and respectful workplace.
• Engage constructively with workplace change, support continuous improvement and contribute to team and organisational outcomes.
• Identify, raise and manage risks within the scope of the role, taking ownership of allocated tasks and meeting agreed commitments.

Eligibility

Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS).

All applicants offered employment will be required to successfully undergo a pre-engagement screening check, even if they have a security clearance. The screening check involves reviewing your background & personal circumstances to minimise risks in giving access to IP Australia information/resources. This screening check is conducted in accordance with the Australian Government Protective Security Policy Framework requirements.

Some applicants may be able to obtain and maintain a security clearance at a specified clearance level – please check the vacancy information section for security clearance requirements.

The successful applicant must be willing to disclose all relevant and required information.

Notes

We are looking to fill this position on a ongoing basis. Future positions may be offered on an ongoing or non-ongoing basis subject to operational requirements. Where a non-ongoing position is offered, the role will be filled for a specified term of up to 12 months.

At the end of the recruitment process, a merit pool of suitable candidates may be created. Those found suitable will be advised that they have been placed in the pool. The merit pool is valid for 18 months from the date the process was advertised. The merit pool may be used throughout the period to fill similar positions in the event positions become vacant.

IP Australia acknowledges that those with diverse experiences, perspectives, and backgrounds enhance our workplace and our capability for innovation. Aboriginal and/or Torres Strait Islander People, People with Disability and LGBTIQA+ people are encouraged to apply for any advertised position, that they may be suitable for, within IP Australia.

Getting to know the IP Australia

IP Australia is the Australian Government agency that drives innovation by administering intellectual property (IP) rights, including patents, trade marks, designs, and plant breeder’s rights. Our mission is simple: to help Australians turn great ideas into reality through a world-class IP system that fuels creativity, investment, and economic growth.Working with us means being part of a team that influences global IP frameworks, supports trade agreements, and educates businesses and individuals on the value of IP. We’re not just about protecting ideas—we’re about enabling innovation that benefits everyone.At IP Australia, we foster an inclusive and diverse culture where every individual feels respected and valued. We believe that diversity drives innovation, and we are committed to creating a workplace where everyone can thrive and reach their full potential.We understand the importance of flexibility and wellbeing. That’s why we offer hybrid work arrangements, flexible hours, and programs to support mental health and overall wellbeing. Our focus on psychological safety ensures that employees feel secure and supported in their roles.Professional growth is a priority for us. We provide opportunities for skill development, education support, and clear pathways for career progression. Whether you’re starting your career or looking to advance, IP Australia offers the tools and resources to help you succeed.Our benefits are designed to support your lifestyle and future. With competitive conditions such as 15.4% superannuation contributions, salary packaging options, and family-friendly policies, we make sure our employees are well taken care of.Finally, integrity is at the heart of everything we do. We uphold the highest standards of fairness and respect, maintaining a workplace built on trust and collaboration. At IP Australia, you’ll be part of an organisation that values both people and purpose.