Job Description

Join one of Australia's leading automotive collision repair networks and play a key role in supporting the maintenance and operation of facilities across our national business.

We are seeking a highly organised and proactive Facilities Administrator to join our Facilities team on a 12-month fixed-term contract based from either our St Kilda Road or Rowville office with potentially flexibility to work from home.

This role is ideal for someone who enjoys coordinating multiple projects, building strong stakeholder relationships, and ensuring facilities remain safe, compliant, and operating efficiently.

About the Role

Reporting into the Facilities team, you will be responsible for coordinating maintenance activities, contractor management, facilities administration, and compliance support across a large portfolio of collision repair sites.

Working closely with Centre Managers, Operations, Finance, Property, WHS and external contractors, you will help drive the smooth delivery of reactive, planned and preventive maintenance programs while ensuring all works are completed on time, within budget and to a high standard.

This is a fast-paced role that offers variety, exposure to multiple stakeholders, and the opportunity to contribute to the ongoing improvement of facilities management processes across the organisation.

Key Responsibilities

• Coordinate day-to-day facilities and maintenance activities across multiple sites.
• Manage maintenance requests, work orders and facilities enquiries through the ticketing system.
• Coordinate contractors, including obtaining quotations, arranging site access, inductions and scheduling works.
• Monitor maintenance activities and follow up outstanding actions to ensure works are completed to required standards.
• Review contractor service reports and support compliance with company standards.
• Maintain asset registers, compliance records and service documentation.
• Process invoices and provide facilities reporting and administrative support.
• Build strong working relationships with internal stakeholders and external service providers.
• Assist in identifying recurring facilities issues and support continuous improvement initiatives.
• Support maintenance programs, repairs and improvement projects across the portfolio.

About You

To be successful in this role, you will bring:

• Previous experience in an administration, coordination or facilities support role.
• Strong organisational skills with the ability to manage competing priorities.
• Excellent communication and stakeholder engagement skills.
• High attention to detail and a commitment to delivering accurate work.
• Strong Microsoft Office skills, particularly Outlook, Teams and Excel.
• Experience coordinating contractors, suppliers or maintenance activities.
• The ability to work independently while contributing positively to a collaborative team environment.
• A proactive, adaptable and solutions-focused mindset.
• Knowledge of facilities, maintenance, WHS or property-related environments will be highly regarded.

Why Join Us?

• Be part of a national industry leader with a strong growth trajectory.
• Work with a supportive and collaborative team.
• Exposure to a diverse portfolio of facilities and projects.
• Opportunity to make a tangible impact across a large operational network.
• Melbourne-based role with a dynamic and fast-paced environment.

If you're an organised coordinator who enjoys problem-solving, stakeholder engagement and keeping operations running smoothly, we'd love to hear from you.

Apply now and join us on this exciting 12-month fixed-term opportunity.