Facilities & Workplace Advisor

Minter Ellison; Canberra; On-site; AUD 75,000 - 95,000; Full time

Job summary

MinterEllison in Canberra is seeking a Facilities & Workplace Advisor to join our Business Services team on a full-time, permanent basis. This hands-on role delivers high quality facilities, records, and business centre services with autonomy to anticipate needs and resolve issues as a trusted contact for the office.

You will coordinate space management, WHS compliance, and records/archive duties, while supporting mail/document production and vendor management.

Qualifications

• Two+ years of experience in premises, facilities, records or business centre roles in a corporate or professional services environment.
• Strong time management and ability to manage multiple priorities in a busy environment.
• Excellent communication and interpersonal skills with the confidence to liaise with Partners and external vendors.

Responsibilities

• Act as the dedicated facilities advisor to legal groups and staff - fielding queries, providing practical guidance on space, maintenance, and workplace matters, and escalating where required
• Proactively coordinate contractors for repairs and maintenance programs, tracking schedules, maintaining compliance records, and managing follow-up actions through to resolution
• Support space management across the office including allocations, security, churn, storage, moves, and locker and car park assignments, maintaining accurate data in the firm's space management tool
• Take ownership of WHS compliance activities, workplace inspections, and consumable supplies, maintaining high standards proactively
• Guide lawyers and staff on records decisions - retain, archive, or destroy - in line with firm policy
• Proactively progress approved destruction batches through the pipeline as the local executor, in accordance with firm governance requirements
• Handle archive retrievals, file movements, and day-to-day records queries for your office
• Produce or coordinate outsourced document production including printing, binding, finishing, and collation to a high standard
• Manage mail and courier operations accurately and on time, and maintain stationery and consumable stock through regular stocktakes
• Process supplier invoices and recharge costs to the appropriate matter(s) in line with firm procedures
• Support printer fleet management, troubleshooting faults and liaising with the vendor or support team as required
• Use ServiceNow day-to-day to log, prioritise, manage, track, and close service requests, using good judgment on urgency and cost-effective escalation
• Identify opportunities to improve processes and practices, bring ideas to the Team Leader, and participate in Corporate Services projects as directed, including technology uplift initiatives
• Maintain accurate SOPs for your work area, supporting the team’s knowledge base and onboarding of new team members
• Work closely with the Corporate Services team to ensure seamless, integrated service delivery
• Build trusted relationships with our people, respond to operational queries professionally, and act as a reliable first point of contact who represents the Corporate Services team and supports continuity of service
• Where assigned, act as a national vendor lead for a service provider - coordinating service delivery across offices, monitoring performance, and partnering with the Team Leader to resolve issues

Skills

Time management

Communication

Customer service

Proactive mindset

Tools

ServiceNow

Microsoft Office

Job description

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MinterEllison is one of Australia’s largest independent law and consulting firms. With a heritage of almost 200 years, we are known for our excellence, and our authentic and enduring relationships with our clients, our people and our communities. Clients seek out MinterEllison to help them solve complex problems every day. We do this by our full-service legal offering and complementary consulting offering.

We offer opportunities to work on industry-leading mandates for top-tier clients, while being part of a high-performing and collaborative team that values excellence, diversity of thought, curiosity, and inclusion. We value our people and empower them to achieve their ambitions - with the support, trust and autonomy to grow their careers in meaningful ways.

At MinterEllison, we’re leading the way with AI and other emerging technologies, powering innovation right across our firm. You will have the opportunity to engage with AI tools we’ve built, and other external AI tools, to enhance efficiencies and excellence internally and with our clients.

We have an exciting opportunity for a Facilities & Workplace Advisor to join our Business Services team on a full-time, permanent basis in our Canberra office. This is a broad, hands-on role responsible for delivering high quality facilities, records, and business centre services to our staff and visitors with autonomy to anticipate needs and resolve issues as a trusted contact for the office.

Your Duties

As a Facilities & Workplace Advisor, your duties will include:

Facilities & Workplace

• Act as the dedicated facilities advisor to legal groups and staff - fielding queries, providing practical guidance on space, maintenance, and workplace matters, and escalating where required
• Proactively coordinate contractors for repairs and maintenance programs, tracking schedules, maintaining compliance records, and managing follow-up actions through to resolution
• Support space management across the office including allocations, security, churn, storage, moves, and locker and car park assignments, maintaining accurate data in the firm's space management tool
• Take ownership of WHS compliance activities, workplace inspections, and consumable supplies, maintaining high standards proactively

Records & Archive

• Guide lawyers and staff on records decisions - retain, archive, or destroy - in line with firm policy
• Proactively progress approved destruction batches through the pipeline as the local executor, in accordance with firm governance requirements
• Handle archive retrievals, file movements, and day-to-day records queries for your office

Mail & Document Production

• Produce or coordinate outsourced document production including printing, binding, finishing, and
  collation to a high standard
• Manage mail and courier operations accurately and on time, and maintain stationery and consumable stock through regular stocktakes
• Process supplier invoices and recharge costs to the appropriate matter(s) in line with firm procedures
• Support printer fleet management, troubleshooting faults and liaising with the vendor or support team as required
• Use ServiceNow day-to-day to log, prioritise, manage, track, and close service requests, using good judgment on urgency and cost-effective escalation
• Identify opportunities to improve processes and practices, bring ideas to the Team Leader, and participate in Corporate Services projects as directed, including technology uplift initiatives
• Maintain accurate SOPs for your work area, supporting the team’s knowledge base and onboarding of new team members
• Work closely with the Corporate Services team to ensure seamless, integrated service delivery
• Build trusted relationships with our people, respond to operational queries professionally, and act as a reliable first point of contact who represents the Corporate Services team and supports continuity of service
• Where assigned, act as a national vendor lead for a service provider - coordinating service delivery across offices, monitoring performance, and partnering with the Team Leader to resolve issues

More About You

You will thrive in a fast-paced environment, be comfortable switching between physical and digital tasks, and bring adaptability to both independent work and team collaboration.

We welcome applicants who have:

• Two or more years' experience in a premises, facilities, records, or business centre role within a corporate or professional services environment, managing varied operational tasks with increasing independence
• A proactive, solutions-focused mindset - you anticipate issues, use initiative to make sensible decisions, and follow through without prompting
• Strong time management and the ability to manage multiple competing priorities in a busy environment, meeting deadlines consistently
• Familiarity with facilities helpdesk systems (e.g. ServiceNow) and space management systems
• Knowledge of WHS requirements and safe workplace practices; a First Aid Certificate and/or Fire Warden experience is desirable
• Excellent communication and interpersonal skills, with the confidence to liaise with people at all levels, including Partners and external vendors, and a collaborative approach that supports your broader team
• Exceptional attention to detail and a strong customer service orientation
• Proficiency in Microsoft Office and genuine openness to digital tools and AI-assisted workflows
• Willingness to undertake physical and mobile work across the office

We encourage applications from people of all ages, abilities, cultural backgrounds, genders (including trans or gender diverse), LGBTQ+ people and those with carer responsibilities. We particularly encourage Aboriginal and Torres Strait Islander people to apply.

If you would like further information, require any adjustments throughout the recruitment process or for a confidential discussion, please contact [e-mail].