Workplace Coordinator

Wellington City Council; Wellington; Hybrid; NZD 55,000 - 75,000; Full time

Benefits offered by this job

5 weeks annual leave

Flexible working options

Health and wellbeing support

Staff discounts

Learning and development programmes

Job summary

Wellington City Council is seeking a proactive Workplace Coordinator to help keep our workplaces running smoothly across the corporate accommodation portfolio. You will support reception, fleet, mailroom and general business tasks while coordinating contractors and maintaining records.

The role requires strong customer service and organisational skills, with 3–4 years in facilities or similar work. Enjoy flexible options and contribute to a busy, service‑oriented team.

Qualifications

• 3–4 years’ experience in facilities, administration, workplace support, customer service or a similar operational role.
• Strong customer service and communication skills with a wide range of people.
• Experience coordinating multiple tasks and competing priorities with attention to detail.
• Experience working with contractors, suppliers and internal stakeholders.

Responsibilities

• Coordinating workplace maintenance, repairs, cleaning and minor improvements.
• Working with contractors, suppliers, landlords and building owners to resolve workplace issues.
• Providing professional reception, customer service and visitor management.
• Coordinating meeting rooms, workplace moves, furniture, supplies and other workplace requirements.
• Managing incoming and outgoing mail and courier services across Council accommodation.
• Supporting day‑to‑day fleet administration, including bookings, servicing, maintenance, compliance and records.
• Administering workplace security and access processes, including temporary access cards and visitor registration.
• Processing purchase orders, invoices, recharges and other financial administration.
• Maintaining accurate workplace, fleet, security and service records.
• Responding to service requests, prioritising competing demands and coordinating solutions through to resolution.

Skills

Facilities coordination

Administration

Customer service

Communication

Record keeping

Microsoft Office

Independent worker

Teamwork

Education

NCEA Level 2

Tools

Outlook

Word

Excel

Teams

Job description

The Property Operations & Facilities team is at the heart of keeping Council’s property portfolio safe, compliant, well maintained and fit for purpose. The team looks after everything from facilities management, building maintenance and workplace services through to fleet, utilities and operational performance, delivering around 8,000 jobs each year across the property portfolio.

It’s a busy and varied environment that plays an important role in keeping Council operating effectively and supporting the people and communities who use our facilities every day.

We’re looking for a proactive and organised Workplace Coordinator to join our team and help keep Council’s workplaces running smoothly.

This is a varied, hands‑on role where no two days are quite the same. You’ll be part of a multi-skilled team supporting Council staff, contractors and visitors across our corporate accommodation, with responsibility for everything from workplace facilities and reception through to fleet, security, mailroom and general business support.

You’ll need to be comfortable juggling competing priorities, solving problems and taking ownership of issues from start to finish, while providing a consistently high level of customer service.

Āu ake mahi | What you'll do

As Workplace Coordinator, you’ll provide a broad range of workplace services, including:

• Coordinating workplace maintenance, repairs, cleaning and minor improvements.
• Working with contractors, suppliers, landlords and building owners to resolve workplace issues.
• Providing professional reception, customer service and visitor management.
• Coordinating meeting rooms, workplace moves, furniture, supplies and other workplace requirements.
• Managing incoming and outgoing mail and courier services across Council accommodation.
• Supporting day‑to‑day fleet administration, including bookings, servicing, maintenance, compliance and records.
• Administering workplace security and access processes, including temporary access cards and visitor registration.
• Processing purchase orders, invoices, recharges and other financial administration.
• Maintaining accurate workplace, fleet, security and service records.
• Responding to service requests, prioritising competing demands and coordinating solutions through to resolution.
• Identifying issues that may affect workplace safety, security or service continuity and escalating these where required.
• Supporting your colleagues across the wider workplace services function and identifying opportunities to improve how we do things.

Ngā tohu me ngā wheako | What you'll bring

We’re looking for someone who enjoys variety, takes pride in providing great service and can get things done.

You’ll ideally bring:

• 3–4 years’ experience in facilities, administration, workplace support, customer service or a similar operational role.
• Strong customer service and communication skills, with confidence dealing with a wide range of people.
• Experience coordinating multiple tasks and competing priorities while maintaining attention to detail.
• Experience working with contractors, suppliers and internal stakeholders.
• Good administration skills and confidence maintaining accurate records and systems.
• Experience with workplace coordination, facilities, fleet, mailroom or similar operational support would be an advantage.
• Good working knowledge of Microsoft Office, including Outlook, Word, Excel and Teams.
• The ability to learn and use new systems, databases and booking platforms.
• A proactive and flexible approach, with the ability to work independently while contributing positively to a team.
• Good judgement and the ability to identify issues, take practical action and know when to escape.

NCEA Level 2 or equivalent experience is required.

Nōuterourou| What's in it for you

Working for the Council offers you a range of benefits including 5 weeks annual leave, flexible working options, health and wellbeing support, Council staff discounts and a range of learning and development programmes and opportunities.

Applications close 14 October 2026

Pre-employment Checks

All employees must undergo a Criminal Conviction and Drivers Licence check prior to employment.

We want your application to enable you to portray the real you. Skills are gained across many areas of our lives, not just through formal employment. If you can demonstrate the skills listed in the advert through whānau life, community or mahi aroha (volunteering), we encourage you to apply and share your story with us in your cover letter.

We welcome applications from all people and want our workforce to reflect the diverse communities we serve.

Tautoko mō te Whai Wāhi | Accessibility Support

We want to make sure any accessibility requirements you may have are well supported so the selection process is equitable for everyone. Please let us know if there are any adjustments or support you need to participate in the recruitment process.

Details

Closes on: 14 Oct 2026 23:55

Location(s): Wellington CBD

Expertise: Administration and business support, Customer service and contact centre, Facilities and property management, Health and safety