facilities coordinator in Brisbane CBD

robert price, randstad
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brisbane cbd, queensland
real estate & property
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robert price, randstad
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job description

Position Description:

General Administration

 Provide administrative and operational support to Facility Managers (FMs) on, data entry, JDE

E1, and Converga on an as required basis

 Chair and minute Weekly FM Meetings and follow up on action items.

 Perform other duties as requested by your direct Manager including providing relief services

during leave and overload periods

 Occasional requirement to work extended hours due to high client workload

 Deliver the above services based on a demonstrated understanding of the client’s needs and


Invoice Management

 Financial review and verification of invoices, including Credit Notes through Converga.

 Process and matching of Preventative Maintenance and adhoc Reactive Maintenance invoices

from Contractors against the correctly allocated purchase orders.

 Ensure invoices are processed in a timely manner.

 Any abnormalities to be investigated and escalated to the relevant FM.

Data Analysis & Reporting

 Work Orders (WO)

o Use QlikView to identify work orders before they become overdue.

o Review the daily Insight report and bring to the attention of the FMs any WOs that are

within days of becoming overdue (P4 & P5 priorities).

o As directed by the FMs or as notified by the Contractors, close WOs on the Facilities Help

Desk database.

o Identify anomalies in the data to be investigated and escalated with the Workplace

Operations Manager

o Identify opportunities for simplification and / or improvements

 Planned Maintenance (PPMs)

o Assist FMs with contractor engagement regarding preventative maintenance schedules

o Provide administrative support to the FMs for advising the Asset Management Team

(AMT) of changes to PPM schedules / branch closures / openings etc.

o When monthly maintenance schedules are provided by AMT, provide list of sites to which

planned maintenance is scheduled to

 PCA Audits

o Ensure FMs conduct the PCAs in accordance with the annual schedule

o Upload PCA audits

o Maintain working PCA data spreadsheet with ‘On’s and Off’s’

 Blue Book

o Ensure up to date documentation is prepared prior to FMs conducting the PCAs and

promptly close out any follow up items.

o Ensure annual Compliance certificates are completed following PCA inspections

 Monthly Reporting (OMG)

o Support the preparation of the OMG data around the FM KPIs, and ensure deadlines are


o This task takes priority during the 5th to 9th business day of each month.

Contractor Meetings

o Support FMs with vendor management meetings

o Contractor statements – Accruals

o Contractor contacts (national and local)

o Vendor compliance

o Monthly statistics – FC to prepare (overdue WOs) KPI to reduce reactive requests

Qualifications & Technical Skills

 Strong reporting and administration background

 Ability to work in a team or be self-driven when required

 Strong verbal and written communication skills

 Intermediate Computer Skills, JDE or Converga experience desirable

 Strong customer service background

 Tertiary qualifications in finance, property, business services or related discipline will be highly


 Experienced in meeting external and internal client needs consistent with service level


 Demonstrated ability to lead, manage and influence business relationships in a positive


 Demonstrated ability to prioritise work

 Demonstrated capacity to address complex problems within a changing work environment.

 An ability to work, interact and communicate effectively with stakeholders at all levels and build

positive, lasting business relationships

Please email me a CV robert.price@randstad.com.au or apply direct through the apply button!

At Randstad, we are passionate about providing equal employment opportunities and embracing diversity to the benefit of all. We actively encourage applications from any background.


Facilities Coordinator



educational requirements