Job Description

• Voted #8 in Best Places to Work 2024
• Strong company culture
• Australian owned and operated
• Location – Melbourne or Adelaide
• Fixed term contract - 12 months

About the role:

As the Facilities and Procurement Officer you will support the effective operation of Nova’s facilities and the rollout of procurement processes. The role is mainly focused on stabilising facilities data, systems, and day ‑to ‑day operations, improving cost visibility, coordinating minor works, and supporting consistent service across sites.

The officer also assists the Procurement Lead with implementing procurement frameworks, maintaining documentation and registers, supporting system testing and issue resolution, and ensuring strong governance and records. Over time, the role will gradually take on low‑risk procurement activities under supervision as capability develops.

What you will be involved with:

• Support facilities operations, data, and processes by establishing consistent, documented, and repeatable practices that improve reliability and user experience.
• Build and maintain a comprehensive facilities knowledge base, including site profiles, access details, support contacts, services, and local operating guidance, in collaboration with Office Support teams.
• Implement and support a consistent facilities service desk approach, covering request categorisation, triage, escalation, closure, and basic reporting to improve request visibility and responsiveness.
• Provide facilities cost visibility and drive continuous improvement by maintaining a complete cost register to support bottom‑up budgeting and progressing actions through quality improvement registers to closure.
• Coordinate minor facilities works including scoping, scheduling, supplier management, completion checks, and records, ensuring compliance with delegations, WHSE requirements, and Corporate Services controls.
• Support procurement framework rollout and adoption, including document control, register maintenance, communications, meeting coordination, and development and upkeep of the Procurement User Guide and related governance artefacts.
• Support procurement systems and operations by performing Oracle quarterly release testing, resolving FreshDesk procurement tickets, maintaining test packs and job aids, and coordinating fixes with Business Systems and IT.
• Ensure strong governance, records, and audit readiness, maintaining accurate documentation, reporting, and issue registers, and progressively taking on low‑risk procurement activities under supervision within delegations.

What we would like from you:

• Experience in a coordination and support role across facilities, procurement, corporate services, or operations, or equivalent demonstrated capability.
• Strong attention to detail and discipline in maintaining registers, records, evidence, and user facing guidance.
• Skilled in creating and maintaining user guides, job aids, process notes, and knowledge base content that are useful and practical.
• Ability to learn systems and structured methods, including test execution, evidence capture, defect logging, and support ticket resolution.
• Effective stakeholder engagement in a matrix environment, able to follow up actions and escalate blockers early.
• Organised, dependable delivery, able to prioritise operational requests while progressing improvement work.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Office, SharePoint, and related business systems.

Life at Nova – it all adds up! 

With people being our point of difference, we deliver on promises, reward  good work, champion professional  growth  and support flexibility, all within a diverse and inclusive culture that recognises moments that matter.  

Life at Nova is our collection of employee benefits, designed to meet the many and varied needs of our people.    

Just a few of the great benefits you will have access to are:  

• Flexibility We promote a culture that encourages and enables flexible ways of working that support our people 
• Dress For Your Day We empower our people to determine their outfit for the activities of the day which allows for personal expression that builds trust 
• Reward & Recognition Program Offering exclusive discounts from hundreds of major retailers, helping you to save on groceries, petrol, holidays, and more 
• Employee Assistance Program for employees and family members 
• Annual Nova employee engagement Great way to connect more broadly and strengthen your internal networks and have some fun! 
• Wellbeing Hub with access to health and fitness content 
• Free Flu Vaccination annually 
• An inclusive, collaborative, and supportive culture 
• Social activities throughout the year, we even dress up at times, think Safari – we don’t like to take ourselves too seriously! 

Nova Systems does not accept any recruitment agency solicitation. 

Nova Systems is committed to building a diverse and inclusive workplace, where everyone feels safe, valued, and included, where our people are our point of difference.  Nova Systems respectfully acknowledges the Traditional Custodians of the land and waters in which we live and work, and we pay our respects to Elders past, present and emerging. Nova Systems also acknowledges the services of the Aboriginal and Torres Strait Islander people who have contributed to defending Australia and its national interests.   To find out more about our commitment to Reconciliation, please visit our website.  

Veteran  

Nova Systems is a Veteran Employment Supporter of the Veteran Employment Program.  We value the skills Veterans bring and encourage Veterans and Defence partners to apply.  Nova supports our Veterans through reserve leave and top-up pay entitlements.  No need to tailor the use of Defence language in your resume, we prefer to see this however, please let us know if you need support with your application. We also ensure all applications receive a response and feedback when  appropriate.  

NOVA SYSTEMS  

Nova Systems is Australia’s largest privately-owned Defence company with global  reach.  We  are leaders in capability assurance and systems integration solving complex challenges in innovative ways.   

We are relied on to develop and test capabilities critical to national security and safety.  We are trusted to integrate mission systems solutions and develop software and products that protect lives every day.   

For 25 years, Nova has brought  a different perspective. From national Defence and essential services to border control and cyber security, these are the challenges we partner with our clients to  anticipate, understand, and solve.  We have strategically  located  offices in Australia, New Zealand, the United Kingdom, Ireland, Norway, and Singapore.  

But what makes Nova Systems  truly unique, is our people. Nova Systems is where the best and brightest minds come together to challenge, collaborate, and innovate. At Nova Systems, we see things differently.