The Facilities Coordinator (General Administration) ensures the physical environment is well-maintained and functional. This role manages and coordinates service desk operations for facility maintenance and support, ensuring services are effective and efficient.

Let’s talk about responsibilities:

Service Request Management: Logging, tracking, and managing all service requests and incidents related to facility maintenance, services provided and other general support via CMMS system. Identifying methods to continually improve service delivery.

First Point of Contact: Serving as the initial point of contact for facility-related issues and inquiries from employees and other stakeholders. This includes responses to email, phone and CMMS system. Provide advice and help to enable Campus staff to interact effectively with, and work within, the buildings and grounds.

Issue Resolution: Identifying, diagnosing, and resolving facility-related problems, or escalating them to the appropriate personnel.

Vendor Coordination/Contractor Management: Liaising with external contractors and service providers to ensure timely and effective resolution of maintenance and service issues. Support contractor management process enquiries, pre-approve and on-board new contractors, collection and storage of insurances and SWMS. Manage and update records of company details, contracts and associated Pos. Ensuring contractors under supervision and working at ResMed’s facilities have completed the OH & S induction programme and are registered.

Customer Service: Providing excellent customer service by keeping stakeholders informed about the status of their requests and ensuring their needs are met.

Record Keeping: Maintaining accurate records of all service desk activities, including requests, resolutions, and follow-ups.

Reporting: Generating regular reports on service desk performance and identifying areas for improvement.

Training and Support: Assisting with training staff on facility-related procedures and systems.

Procurement: Raise purchase requisitions, receipt orders, assist with consumables inventory management, raise capex requests, asset disposals, new supplier set up requests

Catering and Event Assistance: Completing catering orders, monitoring feedback, assisting with scheduling FM resources to support events, obtaining quotes, scheduling room resources, develop run-sheets, liaising with internal and external stakeholders.

General Administration: travel bookings, document/email creation, filing, digital signage support, stationary management, manage Reception inbox – triage/allocate, manage team training matrix and record filing, organise team building events, support meeting organisation. Supporting Internal department and external audits as required. Creating and revising operating procedures, checklists and forms to reflect current practices and to ensure they are up-to-date. Perform other duties, responsibilities and special projects as assigned and as skills and experience permit.

Let’s talk about Qualifications and Experience:

Investigating and Resolving Issues: Determine the technical nature of maintenance support requests and resolve or escalate them as needed.

Communication: Gather information by asking questions and clarifying requirements and priorities.

Workload Management: Ensure timely delivery of results according to customer and team expectations.

Diligence and Escalation: Seek solutions diligently and escalate requests if additional resources are needed or if stakeholders are dissatisfied.

Knowledge Development: Maintain up-to-date knowledge of relevant systems and equipment.

Pattern Identification: Use analytical processes to identify operational and maintenance trends.

Customer Impact Consideration: Minimize the impact of maintenance activities on customers and keep them informed.

Problem Diagnosis: Identify root causes of problems and collaborate with others to troubleshoot issues.

Risk Awareness: Identify and mitigate safety hazards, especially when contractors are involved.

Compliance and Record Keeping: Follow company policies and procedures, including OH&S, EMS, and QMS compliance, and maintain accurate records.

Reporting: Provide timely operation and maintenance reports.

Methodical Approach: Take a detailed approach to reporting needs and proposed solutions.

Knowledge Sharing: Share relevant information with team members and stakeholders.

Required:

Strong organizational and effective communication skills.

Ability to handle multiple tasks and work with various stakeholders.

Experience with general administration and procurement processes

Experience with customer service, problem solving, issue management.

Excellent computer literacy

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Preferred:

2 or more years’ experience working in facility management.

Experience with help/service desk systems and/or CMMS/IWMS systems.

Demonstrated problem solving ability.

Proven experience in planning workload, supervising staff/contractors and achieving set target dates.

Knowledge of building trades, repairs and maintenance.

Diploma or Certificate in a building-related, facilities or engineering discipline.

Exposure to Six Sigma/GMP practices.

Experience with project management.

Joining us is more than saying “yes” to making the world a healthier place. It’s discovering a career that’s challenging, supportive and inspiring. Where a culture driven by excellence helps you not only meet your goals, but also create new ones. We focus on creating a diverse and inclusive culture, encouraging individual expression in the workplace and thrive on the innovative ideas this generates. If this sounds like the workplace for you, apply now! We commit to respond to every applicant.