Planned Maintenance Coordinator: Contractor Delivery

Programmed; Melbourne; On-site; AUD 90,000 - 110,000; Full time

Benefits offered by this job

Paid parental leave

Employee benefits program

Job summary

Programmed Facility Management in Melbourne is seeking a highly organised Planned Maintenance Officer to coordinate and monitor planned maintenance across a major property services contract.

You will support cleaning, grounds maintenance, waste management and contractor-delivered services, ensuring schedules are accurate and compliant with contract requirements. Strong administrative and communication skills are essential for success in this role.

Qualifications

• Experience coordinating planned maintenance or facilities management activities.
• Strong administrative, organisational and record-management skills.
• Experience monitoring service schedules and following up outstanding actions.
• Excellent written and verbal communication skills.
• Strong stakeholder engagement and contractor coordination abilities.
• Proficient in Microsoft Excel.
• Experience using work management systems and Microsoft Office applications.

Responsibilities

• Coordinate monthly planned maintenance schedules across multiple service streams.
• Monitor planned maintenance activities to ensure services are completed in accordance with approved schedules and contractual requirements.
• Review work orders, contractor updates, completion records and supporting documentation.
• Follow up incomplete, overdue or incorrectly recorded services and coordinate rectification activities.
• Liaise with contractors regarding scheduling, access, service delivery and operational requirements.
• Maintain accurate records within work management systems and contract databases.
• Review completion evidence including job notes, photographs and service records to ensure data accuracy.
• Identify and elevate service delivery risks, recurring issues and contractor performance concerns.
• Support month-end reporting, service reconciliation and financial accrual processes.
• Assist with operational reporting, service performance analysis and continuous improvement initiatives.

Skills

Administrative skills

Coordination

Stakeholder engagement

Communication

Deadline management

Contractor coordination

Excel proficiency

Record management

Education

Facilities Management qualification

Business Administration

Property Services

Horticulture

Tools

Loc8

Power BI

Work management systems

Job description

Programmed Facility Management in Melbourne is seeking a highly organised Planned Maintenance Officer to coordinate and monitor planned maintenance across a major property services contract.

You will support cleaning, grounds maintenance, waste management and contractor-delivered services, ensuring schedules are accurate and compliant with contract requirements. Strong administrative and communication skills are essential for success in this role.