Facilities & Workplace Lead — Seamless Office Ops

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

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.