Maintenance Coordinator

Pinpoint Property Recruitment Pty; Melbourne; Hybrid; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Salary packaging options

Job summary

Pinpoint Property Recruitment Pty is seeking a proactive Facilities Coordinator in Melbourne to support maintenance and refurbishment across residential and service facilities for a not-for-profit organisation.

The role offers hybrid working, a permanent, full-time opportunity, and a chance to contribute to ensuring properties remain safe and comfortable for residents and stakeholders. You will collaborate with internal teams and external contractors in a supportive team environment.

Qualifications

• Experience in customer service, maintenance coordination, facilities management, or property administration within an office-based environment.
• Strong organisational and communication skills with the ability to manage competing priorities.
• Sound understanding of contractor management, service level agreements, and compliance requirements.
• Familiarity with CMMS or similar maintenance systems to track, analyse, and report on performance.
• Collaborative and empathetic approach aligned with not-for-profit values.

Responsibilities

• Coordinating day-to-day maintenance operations, including triaging requests, issuing work orders, and ensuring timely completion through the CMMS.
• Liaising with internal teams and contractors to ensure clear communication between maintenance staff, property managers, and residents.
• Obtaining and reviewing quotations to ensure best value, appropriate methodology, and compliance with relevant requirements.
• Monitoring refurbishment projects and tracking progress against timelines and action plans in collaboration with maintenance and property teams.
• Overseeing CMMS workflows, ensuring accurate logging, reporting, and data integrity across maintenance activities.
• Managing contractor performance through KPI tracking, reviews, and compliance monitoring, and addressing non-performance where required.
• Processing invoices and supporting financial administration across reactive, preventative, and project-based works.
• Supporting continuous improvement initiatives, including procedure reviews, data analysis, and system enhancements as a subject matter expert.
• Providing administrative and reporting support, including agenda preparation, meeting minutes, and performance reporting.

Skills

Customer service

Maintenance coordination

Facilities management

Property administration

Tools

CMMS

Job description

Melbourne VIC

Full time, Permanent

Hybrid

Are you a proactive and organised professional passionate about supporting meaningful work?

We’re seeking a Facilities Coordinator to support maintenance and refurbishment activities across residential and service facilities on behalf of a respected not-for-profit organisation.

This permanent position offers a rewarding opportunity to combine your coordination and systems skills with a strong sense of purpose, ensuring properties remain safe, compliant, and comfortable for residents and stakeholders.

You will work within a collaborative and supportive team environment and engage broadly across the business with a range of internal and external stakeholders.

Key Responsibilities

In this busy role, you will be part of a centralised customer service team responding to service requests. Your key responsibilities will include:

Coordinating day-to-day maintenance operations, including triaging requests, issuing work orders, and ensuring timely completion through the Computerised Maintenance Management System (CMMS)

Liaising with internal teams and contractors to ensure clear communication between maintenance staff, property managers, and residents

Obtaining and reviewing quotations to ensure best value, appropriate methodology, and compliance with relevant requirements

Monitoring refurbishment projects and tracking progress against timelines and action plans in collaboration with maintenance and property teams

Overseeing CMMS workflows, ensuring accurate logging, reporting, and data integrity across maintenance activities

Managing contractor performance through KPI tracking, reviews, and compliance monitoring, and addressing non-performance where required

Processing invoices and supporting financial administration across reactive, preventative, and project-based works

Supporting continuous improvement initiatives, including procedure reviews, data analysis, and system enhancements as a subject matter expert

Providing administrative and reporting support, including agenda preparation, meeting minutes, and performance reporting

About You

You are a team player who is comfortable working autonomously while remaining supportive and responsive to others. To succeed in this role, you will bring:

• Experience in customer service, maintenance coordination, facilities management, or property administration within an office-based environment
• Strong organisational and communication skills, with the ability to manage competing priorities
• A sound understanding of contractor management, service level agreements, and compliance requirements
• Confidence using CMMS or similar maintenance systems to track, analyse, and report on performance
• A collaborative and empathetic approach aligned with the values of a not-for-profit organisation

What We Offer

• A permanent, purpose-driven role where your work directly supports people in need
• A supportive and inclusive team culture built on respect and collaboration, working alongside Facilities Coordinators, on-site Maintenance Officers, and a broad range of stakeholders
• A comprehensive onboarding program, initially office-based, with hybrid working available once established
• Ongoing professional development and career growth opportunities within a stable organisation
• Competitive salary packaging options to maximise your take-home pay

Please note that a Working With Children Check, Police Check, and reference checks will be undertaken. Holding these checks already will be advantageous.