Facilities Supervisor

Lander & Rogers; City of Melbourne; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Annual wellness day

Wellness allowance

Dell tech discounts

Job summary

Lander & Rogers in Melbourne is seeking a Facilities Supervisor to lead day-to-day facilities operations at 477 Collins Street. You will ensure a safe, compliant, and well-run workplace for employees, clients and visitors while guiding the Facilities Assistant and Reception team.

Working with the Head of Facilities, you will deliver hard and soft services, manage contractors and the PPM program, monitor compliance, oversee security and mailroom functions, and drive continuous improvement to the

Qualifications

• Relevant business or administration degree, certificate, or diploma is desirable but not essential.
• Experience in property, facilities management, operations or office services across multiple premises.
• Proven people management experience in a service-oriented front-office team.
• Solid knowledge of facilities management, workplace health and safety compliance.
• Experience with asset management and related software is advantageous.
• Proficient in MS Office (Excel, Word, PowerPoint, Outlook).
• Current First Aid certificate or willingness to obtain.
• Strong organisation, ability to prioritise and meet deadlines.
• Excellent written and verbal communication; able to present recommendations to leadership.
• Ability to collaborate and build relationships.
• Strong problem-solving skills to address systems and process issues.

Responsibilities

• Ensure a safe, compliant and well-functioning workplace environment for staff, clients and visitors.
• Oversee facilities operations, reception, mailroom and contractor management.
• Manage preventative and reactive maintenance with an ongoing PPM program.
• Act as escalation point for facilities-related matters and incidents.
• Lead service providers, onboarding, performance management and SLAs.
• Maintain relationships with landlords and vendors to ensure quality services.
• Oversee workplace health, safety, emergency management and security procedures.
• Monitor mailroom, records management and document services to ensure compliant delivery across two offices.]
• Oversee document governance activities including deeds, wills management and archiving.
• Monitor operational performance, service levels and workload metrics for continuous improvement.
• Contribute to annual budget planning, monitor expenditure, validate invoices and identify cost-saving opportunities.

Skills

Facilities management

People management

Compliance knowledge

Asset management

Contract management

MS Office

First Aid

Vendor management

Organisation

Communication skills

Team collaboration

Problem solving

Education

Business/Administration degree or certificate/diploma

Tools

Microsoft Office Suite

Property/Asset management software

Contract management software

Job description

• Award winning Australian private practice
• A firm with a strong reputation for having an authentic and inclusive culture

About the Company

Lander & Rogers is a leading independent law firm, with offices in Melbourne, Sydney, Brisbane and Canberra and global reach.

Our focus is on innovating the client experience and leading change in legal service delivery. We are also committed to supporting our communities through our pro bono work.

About the Role

We have an exciting opportunity for a Facilities Supervisor to join our Melbourne office at 477 Collins Street.

The Facilities Supervisor is responsible for the day-to-day management of facilities operations and office services, ensuring the firm's workplaces, amenities and support services are safe, compliant, operational and fit for purpose for employees, clients and visitors.

The role provides operational leadership to the Facilities Assistant and Reception team members and oversees the delivery of hard and soft services, including contractor management, the Programmed Preventative Maintenance (PPM) program, reactive maintenance, regulatory compliance, mailroom services and facilities support functions.

Working closely with the Head of Facilities, the role is responsible for implementing operational priorities, maintaining a high-quality workplace experience, and escalating significant risks, issues and decisions as required.

Responsibilities

• Ensure a safe, compliant and well-functioning workplace environment and support services for employees, clients and visitors.
• Oversee the delivery of facilities operations and office services, including reception, mailroom services, facilities support, contractor management and workplace amenities.
• Manage preventative and reactive maintenance activities, ensuring an effective Programmed Preventative Maintenance (PPM) program is in place, and operational issues are resolved in a timely manner.
• Act as the primary escalation point for facilities-related matters, ensuring service requests, operational issues, complaints and workplace incidents are managed effectively and escalated where required.
• Lead the management of service providers, contractors and suppliers, including procurement support, onboarding, performance management, compliance, service agreements, work orders and contractor inductions.
• Maintain strong relationships with landlords, building management and key vendors to ensure the delivery of safe, compliant and high-quality office services.
• Oversee workplace health, safety and emergency management activities, including Essential Safety Measures compliance, contractor governance, emergency procedures, fire warden and first aider programs, workplace inspections and incident management.
• Manage mailroom, courier, records management and document services functions, ensuring consistent, compliant and efficient service delivery across the two offices.
• Oversee document governance activities including deeds and wills management, archiving, storage, retrieval, digitisation, secure destruction and adherence to records management requirements.
• Monitor operational performance, service levels and workload metrics, identify opportunities for continuous improvement and support process optimisation initiatives across Facilities.
• Contribute to annual budget planning, monitor expenditure, validate invoices and identify cost-saving opportunities and budget variances for review with the Head of Facilities.
• Oversee workplace security systems and procedures, including access control, CCTV, duress alarms, key management and associated compliance requirements.
• Manage workplace assets, storage solutions, lockers and space utilisation to ensure the efficient and effective operation of the Melbourne office.

About You

• A relevant business or administration degree, certificate, or diploma desirable but not essential.
• Solid experience in property, facilities management, operations and/or office services roles, ideally supporting multiple premises or diverse workplace environment.
• Demonstrated people management experience leading a service-orientated, front-office team would be advantageous.
• Sound knowledge of relevant statutory, regulatory, and compliance requirements relating to facilities management, workplace health and safety, contractor management and building operations.
• Working knowledge of critical infrastructure operations and asset management, with experience using property, asset, contract management software considered an advantage.
• Proficiency in Microsoft Office suite of software - Excel, Word, PowerPoint and Outlook.
• Current First Aid certificate, or a willingness to obtain certification.
• Solid relevant experience coordinating service providers, supporting onboarding, monitoring performance against agreed SLAs and KPIs, and escalating significant issues to the accountable relationship owner.
• Highly organised and self-motivated, with the ability to manage competing priorities, adapt to changing demands, exercise sound judgement, and consistently deliver outcomes within agreed timeframes while working collaboratively across teams.
• Well-developed written and oral communication skills, including the ability to effectively communicate technical information and present reasoned recommendations to the partnership and C-suite.
• Effective collaboration and relationship-building abilities.
• Strong problem-solving skills to address systems and processes and find effective solutions.

Culture

People choose Landers for our down-to-earth, collaborative and supportive culture. We invest in our people and empower them to bring their best selves to work, both personally and professionally. We promote a diverse and inclusive environment with a strong focus on wellbeing, leadership and development.

Lander & Rogers offers a range of benefits to encourage professional development and ongoing learning, connection with colleagues, staying healthy and community involvement.

We value our people and understand the importance of maintaining a healthy, balanced and fulfilled lifestyle, some of our benefits include:

• Additional leave: to encourage you to take a moment to stop, reflect and reenergise, we offer an annual wellness day and if you meet the qualifying criteria, you may be eligible to receive up to five additional days of annual leave
• Home office, fitness & wellness allowance: receive an annual $250 allowance in return for remote office equipment, fitness, and/or wellness expense
• Tech discounts: access corporate discounts on DELL computer products to have the latest personal gadgets at your disposal

Lander & Rogers is an equal opportunity employer that embraces diversity and inclusion.

We conduct background checks including criminal record checks on all successful candidates as a condition of employment.

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