Responsive Coordinator

BGIS, Community Housing and Property Services; Melbourne; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Meaningful work

Career development

Referral bonus

Flare discounts

Fitness Passport

Employee assistance

Volunteer days

Internal mobility

WORK180 endorsed

Top 101 Workplace

Job summary

BGIS, Community Housing and Property Services in Melbourne seeks a Responsive Coordinator to manage maintenance work orders across a residential portfolio. You will coordinate triage, bookings, subcontractor allocation and updates to tenants, ensuring timely completion and data accuracy.

The role emphasizes strong customer service, organisation and communication skills, with on-site permanent full-time hours in South-East Metropolitan Melbourne.

Qualifications

• Experience in customer service, administration or coordination.
• Experience managing busy workloads and competing priorities.
• Experience preparing records and correspondence.
• Strong communication and customer service skills.
• Strong organisation and time management skills.
• Attention to detail and data accuracy.
• Proficiency in Microsoft Office and business 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 or property services.
• Experience using work order management systems.
• Understanding of maintenance delivery and subcontractor processes.

Responsibilities

• Coordinate triage, scheduling and allocation of responsive maintenance work orders.
• Book tenant appointments and keep tenants updated.
• Follow up outstanding jobs to support timely completion.
• Allocate subcontractors based on capacity, performance and value for money.
• Keep accurate work order records and updates in WorkBuddy.
• Support subcontractors and help resolve service issues.
• Respond to tenant, client and stakeholder enquiries.
• Raise risks and overdue work orders with the team.
• Prepare operational reports to support KPIs.
• Contribute ideas that improve efficiency and customer experience.

Skills

Customer service

Coordination

Time management

Data accuracy

Communication

Administrative support

Education

Year 12 completion

Business Administration qualification

Full working rights in Australia

Tools

WorkBuddy

Microsoft Office

Job description

BGIS, Community Housing and Property Services – Melbourne VIC

Responsive Coordinator – South-East Melbourne

Location: South-East Metropolitan Melbourne, VIC
Company: BGIS, Community Housing and Property Services
Employment Type: Permanent Full-Time, On‑Site, Options for rostered After Hours Shifts available.
*Multiple Positions Available

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 Responsive Coordinators to coordinate responsive maintenance requests across a community‑focused residential portfolio, helping make sure repairs are booked, allocated and completed on time.

Reporting to the Responsive Maintenance Manager, you will work closely with tenants, subcontractors, Work Supervisors and operational teams, using WorkBuddy to keep work orders moving and everyone informed.

The ideal candidate will be friendly, organised and calm under pressure, with a genuine interest in helping people and keeping details accurate.

Key Responsibilities

• Coordinate the triage, scheduling and allocation of responsive maintenance work orders
• Book tenant appointments and keep tenants updated
• Follow up outstanding jobs to support timely completion
• Allocate subcontractors based on capacity, performance and value for money
• Keep accurate work order records and updates in WorkBuddy
• Support subcontractors and help resolve service issues
• Respond to tenant, client and stakeholder enquiries
• Raise risks and overdue work orders with the team
• Prepare operational reports to support KPIs
• Contribute ideas that improve efficiency and customer experience

Education, Experience & Skills

• Experience in customer service, administration or coordination
• Experience managing busy workloads and competing priorities
• Experience preparing records and correspondence
• Strong communication and customer service skills
• Strong organisation and time management skills
• Attention to detail and data accuracy
• Practical problem-solving skills
• Proficiency in Microsoft Office and business 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 work order management systems
• Understanding of maintenance delivery and subcontractor 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 support tenants and keep maintenance running smoothly.

Why Join BGIS?

Join a newly established team supporting an important community housing portfolio, where your work helps tenants get repairs sorted quickly and with care.

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.