Planned Maintenance Officer

Programmed Maintenance Services; Melbourne; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Paid parental leave

Employee benefits program

Career development opportunities

Job summary

Programmed Facility Management is seeking a highly organised Planned Maintenance Officer to join a major property maintenance contract in Melbourne. You will coordinate and monitor planned maintenance across multiple streams, ensuring services align with schedules and contractual requirements.

You will work closely with contractors and internal stakeholders, maintaining accurate records, supporting reporting, and driving continuous improvement in service delivery and compliance.

Qualifications

• Experience coordinating planned maintenance, contractor services or facilities management activities.
• Strong administrative, organisational and record-management skills.
• Experience monitoring service schedules and following up actions.
• High attention to detail and accuracy in documentation.
• Excellent written and verbal communication skills.
• Stakeholder engagement and contractor coordination abilities.

Responsibilities

• Coordinate monthly planned maintenance schedules across multiple service streams.
• Monitor maintenance activities to ensure they meet schedules and contractual requirements.
• Review work orders, contractor updates and completion records for accuracy.
• Follow up incomplete or overdue services and coordinate rectification.
• Liaise with contractors on scheduling, access and delivery requirements.
• Maintain records within work management systems and contract databases.
• Review service records to ensure data accuracy and compliance.
• Identify service risks and contractor performance concerns for escalation.
• Support month-end reporting, service reconciliation and accruals.
• Assist operational reporting and continuous improvement initiatives.

Skills

Coordination

Administration

Stakeholder engagement

Microsoft Office

Education

Facilities Management qualification

KPI reporting experience

Loc8 or similar work-order platform

Power BI or data visualization experience

Tools

Loc8

Microsoft Excel

Power BI

Job description

Some of the key benefits of joining Programmed include:

• Support the delivery of essential maintenance services across a large and diverse property portfolio
• Full-time permanent opportunity with a leading facilities management provider
• Play a key role in coordinating planned maintenance programs and contractor performance
• Work closely with contractors, operational teams and contract stakeholders
• Build your experience across work-order management, performance reporting and contract compliance
• Career development opportunities within facilities management and contract delivery
• Paid parental leave and employee benefits program
• Supportive culture focused on safety, service excellence and continuous improvement

About the Opportunity

Programmed Facility Management is seeking a highly organised Planned Maintenance Officer to join a major property maintenance services contract.

This role is responsible for coordinating and monitoring planned maintenance services across the contract, supporting a range of planned maintenance programs including cleaning, grounds maintenance, waste management and contractor-delivered services.

Working closely with contractors and internal stakeholders, you will ensure planned maintenance activities are accurately scheduled, monitored and reported, while supporting service delivery, contractor performance and contractual compliance.

Location

Melbourne, Docklands (close to Southern Cross Station)

Key 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.

About You

To be successful in this role, you will be a highly organised administrator with strong coordination skills and a keen eye for detail.

You will also possess:

• Experience coordinating planned maintenance, contractor-delivered services or facilities management activities.
• Strong administrative, organisational and record-management skills.
• Experience monitoring service schedules and following up outstanding actions.
• High attention to detail and the ability to review documentation for accuracy and completeness.
• Excellent written and verbal communication skills.
• Strong stakeholder engagement and contractor coordination abilities.
• Strong Microsoft Office skills, including proficiency in Microsoft Excel.
• Experience using work management systems and Microsoft Office applications.
• Ability to manage competing priorities and work effectively to deadlines.

Highly Regarded

• Qualification in Facilities Management, Business Administration, Property Services, Horticulture or a related discipline.
• Experience coordinating operational audits, quality inspections or contractor rectification activities.
• Experience using Loc8 or a comparable work-order and field-mobility platform.
• Experience using Power BI or a similar reporting and data-visualisation tool.
• Experience supporting KPI monitoring, contractor performance reporting or contractual compliance activities.

About Us

Programmed Facility Management is a leading provider of asset management, facilities maintenance and project management services across a multitude of industries.

Working with Programmed means becoming part of a business that values its people, prioritises safety and supports career development. We take pride in delivering exceptional outcomes for our clients while fostering a workplace culture built on respect, collaboration and continuous improvement.

Work With Us

Join us on our mission to build outstanding people, strong customer partnerships and exceptional service outcomes.

Our Commitment

Programmed and PERSOL are committed to fostering a safe, inclusive and respectful workplace, underpinned by a culture of zero harm. We value diversity and seek to build a workforce that reflects the communities in which we operate.

We welcome applications from people of all cultures, backgrounds, genders, ages, abilities, sexual orientations and life experiences. We also recognise that great candidates come from a range of life stages and circumstances and, where operationally feasible, we welcome discussions regarding flexible working arrangements, including part-time and job-share opportunities.