Planned Maintenance - Coordinator

cw; City of Melbourne; On-site; AUD 80,000 - 100,000; Full time

Job summary

cw in Melbourne is seeking a Planned Maintenance Coordinator to oversee scheduling, asset data accuracy, and the generation of planned maintenance work orders for client contracts.

You will work with account teams, vendors and internal stakeholders to maintain asset registers, perform data validation, produce scheduled reports, and contribute to continuous improvement within the Data & Scheduling function.

Qualifications

• Strong administrative experience with exceptional attention to detail.
• Intermediate Excel skills including data entry, manipulation, reporting and quality checks.
• Experience handling large data volumes with high data accuracy.
• Excellent written and verbal communication skills.
• Strong organisational and time management skills with competing priorities.
• Ability to identify discrepancies and maintain high-quality data standards.
• Australian Citizenship (mandatory).

Responsibilities

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

Skills

Administrative experience

Excel

Data accuracy

Communication

Time management

Attention to detail

Tools

JD Edwards EnterpriseOne

SharePoint

Microsoft 365

Power BI

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

• 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

About You

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
• Excellent written and verbal communication skills
• Strong organisational and time management skills with the ability to manage competing priorities and deadlines
• Ability to identify discrepancies and maintain high-quality data standards
• Australian Citizenship (mandatory)

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

• 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

• 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.