Programmed Works Coordinator

BGIS, Government Client; Sydney; Hybrid; AUD 70,000 - 75,000; Full time

Benefits offered by this job

Spot recognition vouchers

$2,000 employee referral bonus

Flare discounts

Fitness Passport

Health perks & EAP

Job summary

BGIS is seeking a Programmed Works Coordinator to support administration and coordination of programmed maintenance across a large social housing portfolio in New South Wales. You will prepare, allocate, and track work orders, partnering with Works Supervisors, subcontractors, and client representatives to keep field teams focused on site work.

The ideal candidate is organized, adaptable, and collaborative, with strong communication and data accuracy.

Qualifications

• Demonstrated administration and coordination experience in a fast-paced environment.
• Excellent organisational and time management skills.
• Clear written and verbal communication.
• Strong attention to detail and data accuracy.
• Ability to follow processes while managing multiple tasks.
• Proven ability to build relationships with colleagues, subcontractors, and stakeholders.
• Independent work style with team collaboration.
• Proficiency with MS Office and willingness to learn new systems.
• Administration or data entry qualifications.
• Experience in social housing or facilities management is a plus.

Responsibilities

• Review new work orders and split scope into individual trades.
• Create draft works programs and allocate to Supervisors and subcontractors.
• Issue approved work to contractors and supervisees.
• Follow up with contractors to confirm receipt and progress.
• Monitor timeframes and client due dates in systems.
• Support Inspectors with drawings, plans, and variations.
• Maintain up-to-date work order status with timely commentary.
• Conduct random checks with contractors and resolve discrepancies.
• Generate WIP reports for KPI tracking.
• Record all communications and job history in Evolution system.

Skills

Administration

Time management

Communication

Attention to detail

Data accuracy

Microsoft Office

Education

Administration or data entry qualifications

Tools

CMMS

Microsoft Office

Job description

Location: Sydney CBD, NSW
Company: BGIS, Government Client
Employment Type: Full-Time, Permanent, Hybrid (3 Days Office, 2 Days WFH after training)
Salary: $70,000 – $75,000 + Superannuation
Hours: Monday to Friday, 40 Hours per Week, 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 provider of integrated facilities management, delivering innovative and sustainable solutions to clients across various industries. We pride ourselves on our collaborative and inclusive culture, and on maintaining high standards of safety, quality, and service.

Purpose of the Role

BGIS is looking for a Programmed Works Coordinator to support the administration and coordination of programmed maintenance works across a large social housing portfolio in New South Wales. Reporting to the Area Contract Manager, you will work closely with Works Supervisors, subcontractors, and client representatives to prepare, allocate, and track work orders, helping our field teams spend more time out on site where they're needed most.

This is a busy and varied coordination role where accuracy, organisation, and clear communication really matter. You'll be part of a team with lots of different personalities, so a genuine team player approach and the ability to listen carefully will help you thrive.

The ideal candidate will be organised, approachable, and adaptable, comfortable following established processes while also feeling welcome to share ideas for improvement. You'll enjoy working independently while keeping the wider team's goals front of mind.

Key Responsibilities

• Review new work orders covering programmed work types and separate scope into individual trades.
• Create draft works programs and allocate Works Supervisors and subcontractors to work orders.
• Issue approved work to nominated contractors, trades, and Works Supervisors.
• Follow up with contractors to confirm receipt of work orders and track progress.
• Monitor timeframes and client due dates, updating systems with accurate and current information.
• Support Works Supervisors with drawings, plans, warranty information, variation requests, and approvals.
• Make regular contact with Works Supervisors to ensure work order status commentary remains up to date.
• Undertake random checks with contractors to verify status updates and elevate any discrepancies.
• Generate WIP reports to support performance reviews against client KPIs.
• Ensure all communications and job history are accurately recorded in the Evolution system.

Education, Experience & Skills

• Strong administration and coordination experience within a fast-paced environment.
• Excellent organisational and time management skills.
• Warm and clear written and verbal communication skills.
• Strong attention to detail and commitment to data accuracy.
• Ability to follow established processes while managing multiple tasks and priorities.
• Confidence building positive working relationships with colleagues, subcontractors, and stakeholders.
• Ability to work independently while contributing to a supportive team.
• Proficiency with Microsoft Office applications and confidence learning new systems.
• Administration or data entry qualifications.
• Knowledge of the building, construction, or maintenance industry.
• Experience within social housing, community housing, property, or facilities management environments.
• Experience using job management, scheduling, or CMMS platforms.
• Experience preparing reports and maintaining accurate records.

Workplace Flexibility

To support your onboarding and development, this position will initially be based from our Sydney office. Following successful completion of training, you will enjoy a hybrid working arrangement of 3 days in the office and 2 days working from home.

The role operates Monday to Friday during core business hours, with occasional evening or weekend work required from time to time to support operational needs.

Key Benefits Include

• Spot recognition vouchers and $2,000 employee referral bonus.
• Access to Flare for discounts across retailers, energy, utilities & much more!
• Fitness Passport (access for you and your family to gyms and aquatic centres nationwide), employee discounts, and optional yearly paid flu vaccination vouchers.
• AFR Best Places to Work 2024 & 2025.
• Winner of Inspiring Workplaces Award 2025.
• Endorsed by Work180 as an employer of choice for women.
• Career progression through secondments & internal mobility.
• Recognised by WORK180 as a Top 5 Employer for career development opportunities.
• Health perks including EAP, wellness programs & flu vaccinations.

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

To be successful in the role, applicants must have full working rights in Australia.

Please note that a Baseline Medical Assessment will form part of the pre-employment process.