Planned Maintenance Coordinator

BGIS, Community Housing and Property Services; Melbourne; On-site; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Meaningful work

Career development

Referral bonus

Flare discounts

Fitness Passport

Employee Assistance Program

Volunteer days

Job summary

BGIS, Community Housing and Property Services in Melbourne, VIC, seeks a Planned Maintenance Coordinator to schedule and coordinate planned maintenance across a residential portfolio. Based in South-East Metropolitan Melbourne, you will report to the Planned Maintenance Manager and use WorkBuddy to keep works organised and on track.

The ideal candidate is organised, collaborative and detail-focused, with a passion for keeping homes well maintained and operations running smoothly.

Qualifications

• Experience in administration, scheduling or coordination.
• Experience preparing and maintaining records and documentation.
• Experience coordinating multiple work activities and stakeholders.
• Strong organisation and time management skills.
• Clear communication and relationship-building skills.
• Attention to detail and data accuracy.
• Confidence managing competing priorities.
• Proficiency in Microsoft Office and work management systems.
• Year 12 completion or equivalent.
• Full working rights in Australia.
• Qualification in Business Administration, Customer Service or a related discipline.
• Experience in facilities management, maintenance, construction or property services.
• Experience using workforce or work order management systems.
• Knowledge of planned maintenance delivery processes.

Responsibilities

• Prepare, schedule and allocate planned maintenance and project work orders.
• Coordinate trade and subcontractor allocations to support timely delivery.
• Keep accurate work order updates, records and documentation in WorkBuddy.
• Support Work Supervisors and operational teams throughout each job.
• Maintain approvals, variations and supporting documents.
• Follow up subcontractors on outstanding actions.
• Build positive relationships with subcontractors, teams and client stakeholders.
• Prepare work-in-progress and operational reports.
• Raise delays, risks and work order issues with the team.
• Maintain clear communication records and job history.

Skills

Administration experience

Time management

Clear communication

Relationship building

Attention to detail

Prioritisation

MS Office

Work management systems

Education

Year 12 completion or equivalent

Business Administration / Customer Service related qualification

Tools

WorkBuddy

Microsoft Office

Work order management systems

Job description

BGIS, Community Housing and Property Services – Melbourne VIC

Planned Maintenance Coordinator – South-East Melbourne

Location: South-East Metropolitan Melbourne, VIC

Company: BGIS, Community Housing and Property Services

Employment Type: Permanent Full-Time, On-Site, Core Business Hours

We acknowledge the Traditional Custodians of the land on which we work and pay our respects to Elders past, present and emerging.

About BGIS

BGIS is a global leader in integrated facilities management, delivering innovative and sustainable solutions across property, infrastructure and essential services.

With significant growth continuing across Victoria, we are creating new opportunities to support a recently acquired client and an important portfolio of residential properties across South-East Melbourne.

Purpose of the Role

BGIS is seeking a Planned Maintenance Coordinator to support the scheduling and coordination of planned maintenance and project works across a community-focused residential portfolio.

Reporting to the Planned Maintenance Manager, you will work closely with Work Supervisors, subcontractors, operational teams and client stakeholders. You will use WorkBuddy to keep planned works organised, allocated and on track.

The ideal candidate will be organised, collaborative and detail focused, with a genuine enjoyment of keeping things running smoothly for others.

Key Responsibilities

• Prepare, schedule and allocate planned maintenance and project work orders
• Coordinate trade and subcontractor allocations to support timely delivery
• Keep accurate work order updates, records and documentation in WorkBuddy
• Support Work Supervisors and operational teams throughout each job
• Maintain approvals, variations and supporting documents
• Follow up subcontractors on outstanding actions
• Build positive relationships with subcontractors, teams and client stakeholders
• Prepare work-in-progress and operational reports
• Raise delays, risks and work order issues with the team
• Maintain clear communication records and job history

Education, Experience & Skills

• Experience in administration, scheduling or coordination
• Experience preparing and maintaining records and documentation
• Experience coordinating multiple work activities and stakeholders
• Strong organisation and time management skills
• Clear communication and relationship-building skills
• Attention to detail and data accuracy
• Confidence managing competing priorities
• Proficiency in Microsoft Office and work management systems
• Year 12 completion or equivalent
• Full working rights in Australia
• Qualification in Business Administration, Customer Service or a related discipline
• Experience in facilities management, maintenance, construction or property services
• Experience using workforce or work order management systems
• Knowledge of planned maintenance delivery processes

Workplace Arrangements

This is a permanent full-time, on-site position based in South-East Metropolitan Melbourne during core business hours. You will work alongside a collaborative team to keep planned works moving.

Why Join BGIS?

Join a newly established team supporting an important community housing portfolio, where your work helps keep homes well maintained.

Key Benefits Include:

• Meaningful work supporting residential properties and communities
• Career development opportunities within a global organisation
• A supportive and inclusive team environment
• Spot recognition vouchers and a $2,000 employee referral bonus
• Access to Flare discounts across retailers, energy providers, utilities and more
• Fitness Passport access for you and your family
• Employee Assistance Program and wellbeing initiatives
• Two paid volunteer days each year
• Career opportunities through secondments and internal mobility
• Endorsed by WORK180 as an employer of choice for women
• Recognised as a Top 101 Workplace for Women in 2026 by WORK180

As a global leader in facilities management, asset management, project delivery and workplace solutions, BGIS manages over 50,000 client locations worldwide and employs more than 10,000 people globally. We work across some of Australia's most important sectors including Government, Healthcare, Education, Defence, Commercial Property and Critical Environments.

BGIS is an equal opportunity employer. We strongly encourage applications from women, Aboriginal and Torres Strait Islander peoples, LGBTQ+ individuals, people with disability and people from culturally diverse backgrounds.

Applicants must have full working rights in Australia.