Planned Maintenance Coordinator

Cushman & Wakefield; City of Melbourne; On-site; AUD 70,000 - 100,000; Full time

Job summary

Cushman & Wakefield in Melbourne is seeking a Planned Maintenance Coordinator to coordinate maintenance schedules, manage asset data, and generate work orders across client contracts.

You will work with account teams, vendors, and internal stakeholders to ensure data accuracy, system governance, and timely reporting. The role supports career development in facilities and asset management. Australian citizenship is a mandatory requirement for this position.

Qualifications

• Strong administrative experience with exceptional attention to detail.
• Intermediate Excel skills, data entry, data manipulation, reporting and quality checks.
• Experience working with large volumes of data and maintaining data accuracy.

Responsibilities

• Coordinate and schedule planned maintenance activities in line with requirements.
• Generate, distribute, and update planned maintenance work orders and purchase orders.
• Maintain asset registers and maintenance records with accuracy.
• Produce scheduled reports for client contracts and internal stakeholders.

Skills

Administrative experience

Excel

Data accuracy

Data analysis

Tools

JD Edwards

SharePoint

Power BI

Microsoft 365

Job description

Job Title

Planned Maintenance Coordinator

Job Description Summary

Job Description Summary This role provides support to the business in the delivery of asset management and scheduled facilities maintenance support services. This involves actioning general system related changes (such as for planned maintenance/service generation, work order updates and purchase order adjustments), providing reporting, maintaining asset maintenance documentation, and managing changes to maintenance/service data and asset registers in a controlled manner. This role is also integral to the development of an effective asset management and scheduled maintenance system by enabling evidence-based decision making through accurate data collection, storage, and interrogation.

Job Description

Planned Maintenance Coordinator

Melbourne | Full-Time

Are you highly organised, detail-focused, and passionate about systems, scheduling, and data accuracy?

We're seeking a Planned Maintenance Coordinator to join our growing team in Melbourne. This role plays a critical part in ensuring the seamless delivery of planned maintenance services by coordinating maintenance schedules, managing asset data, generating work orders, and supporting reporting across client contracts.

You’ll work closely with account teams, vendors, and internal stakeholders to maintain accurate maintenance schedules and asset information that support operational excellence and informed decision‑making.

This position offers an excellent opportunity for someone looking to develop their career in facilities management, asset management, systems governance, or data analytics.

Please note: Australian Citizenship is a mandatory requirement for this role.

About the Role

As a Planned Maintenance Coordinator, you will:

• Coordinate and schedule planned maintenance activities in accordance with business and legislative requirements
• Generate, distribute, and update planned maintenance work orders and purchase orders
• Manage Change of Direction Orders (CDOs) relating to maintenance schedules and asset data
• Maintain the accuracy and integrity of asset registers and maintenance records
• Perform quality assurance checks and data validation activities
• Produce scheduled reports for client contracts and internal stakeholders
• Provide support and advice regarding maintenance scheduling and data processes
• Act as a key point of contact for account teams, vendors, and internal stakeholders
• Contribute to continuous improvement initiatives within the Data & Scheduling function

Essential Requirements

• Strong administrative experience with exceptional attention to detail
• Intermediate Microsoft Excel skills, including data entry, data manipulation, reporting, and quality checks
• Experience working with large volumes of data and maintaining data accuracy

Highly Regarded

• Experience in facilities management, asset management, or maintenance scheduling
• Experience managing change requests or controlled data processes
• JD Edwards EnterpriseOne experience
• Experience using SharePoint and Microsoft 365
• Power BI reporting capabilities
• Understanding of preventative or scheduled maintenance programs
• Experience maintaining asset registers or CMMS data

What Success Looks Like

In your first 3 to 6 months, you will:

• Confidently generate and manage planned maintenance work orders within agreed timeframes
• Independently manage CDOs and maintenance schedule updates
• Maintain accurate and reliable asset and maintenance data
• Build strong working relationships with key stakeholders across the business
• Develop proficiency across systems including JDE, SharePoint, SWAP, and reporting tools
• Deliver reporting accurately and on schedule
• Identify opportunities to improve processes and enhance team efficiency

Why Join Us?

Build Valuable Technical Skills

This role provides hands-on experience across data management, maintenance scheduling, reporting, and business systems, creating future career pathways in:

• Asset Management
• Facilities Management
• Systems & Governance
• Data & Reporting Analytics

Broad Business Exposure

Partner with stakeholders across operations, engineering, procurement, finance, governance, and client-facing teams, gaining valuable commercial and operational experience.

Supportive Team Environment

Join a collaborative team that values accountability, continuous improvement, and knowledge sharing. You'll have the opportunity to contribute ideas, take ownership of your work, and build relationships across the wider business.

Australian Citizenship is a mandatory requirement for this position.

As an equal opportunity employer, Cushman & Wakefield encourages Aboriginal and Torres Strait Islander and female candidates to apply. Cushman & Wakefield promotes safety at all times.

INCO: “Cushman & Wakefield”