Job Description

Facilities Coordinator – Melbourne CBD, VIC

Location: Melbourne CBD, VIC
Company: BGIS, Corporate Healthcare Services Portfolio
Employment Type: Full-Time, Fixed-Term Contract (until 31 July 2026, with possible extension), Hybrid (3 days Office/Site, 2 day WFH)
Salary: $70,000 – $75,000 pro rata + superannuation
Other Information: Occasional client site visits will also form part of the role

🌿 We acknowledge the Traditional Custodians of the land on which we work, and pay our respects to Elders past, present and emerging.

About BGIS

BGIS is a global leader in integrated facilities management, delivering innovative and sustainable solutions to clients across various industries. We pride ourselves on maintaining high standards of safety, efficiency, and operational excellence.

Purpose of the Role

BGIS is seeking an experienced Facilities Coordinator to support a high-profile national healthcare services portfolio, helping ensure smooth day-to-day facilities operations across a fast-paced and highly collaborative environment. Reporting directly to the Transition Manager, you will work closely with client stakeholders, Maintenance Managers, finance teams, and operational staff to coordinate maintenance activities, support financial and reporting processes, manage service reporting portals, and drive service delivery outcomes during an active transition period.

This role is ideal for someone who enjoys variety, thrives in a busy team environment, and is comfortable working within a change environment. You can confidently build relationships across multiple stakeholder groups. You will be a proactive and organised professional who can hit the ground running, communicate effectively with both internal and external stakeholders, and provide exceptional customer service through strong phone and email etiquette.

Experience working within an FM transition or mobilisation environment will be highly regarded, along with strong Microsoft Excel capability and experience or exposure to Power BI.

Key Responsibilities

• Coordinate day-to-day facilities operations, maintenance requests, and work order management through the CMMS system
• Support Maintenance Managers and operational teams with scheduling, supplier follow-up, service reporting, and administrative coordination
• Assist with financial processes including invoice reviews, billing support, and budget-related activities
• Monitor subcontractor performance and support compliance with service agreements and KPIs
• Prepare and maintain accurate documentation, records, reporting and portal data to support transition activities
• Attend and contribute to client meetings, supporting strong stakeholder engagement and service outcomes
• Work collaboratively with performance, billing, and accounting teams to support operational efficiency
• Ensure compliance with OHS&E policies, safety standards, and sustainability practices
• Build positive working relationships with clients, suppliers, and internal teams to support continuous improvement

Education, Experience & Skills

Essential:

• Experience within facilities management, property, corporate real estate, or a related service delivery environment - experience in an FM transition or mobilisation environment is an advantage
• Strong Microsoft Excel skills and confidence working with financial and operational reporting
• Experience using CMMS systems and Microsoft Office applications including Outlook and Word
• Excellent communication and customer service skills, including professional phone and email etiquette
• Ability to manage competing priorities in a fast-paced and changing environment
• Confidence engaging with stakeholders and attending client meetings
• Strong organisational skills with a proactive and adaptable approach
• High School Certificate or equivalent qualification

Desirable:

• Exposure to Power BI reporting tools
• Project coordination or project support experience
• Knowledge of building services and maintenance delivery
• Experience supporting transitions, invoicing, or billing processes
• Formal qualifications in facilities management, property, building services, or related disciplines

Workplace Flexibility

This is a hybrid position based in Melbourne CBD, with 3 days per week in the office and 2 days working from home. Occasional client site visits will also form part of the role. To support onboarding and team integration, the successful candidate will initially work closely with the onsite team before transitioning into the hybrid arrangement.

Why Join BGIS?

Key Benefits Include:

✔ Spot recognition vouchers and $2,000 employee referral bonus
✔ Access to Flare for discounts across retailers, energy, utilities & much more
✔ Fitness Passport access for you and your family
✔ AFR Best Places to Work 2024 & 2025
✔ Winner of Inspiring Workplaces Award 2025
✔ Career progression through secondments & internal mobility
✔ Leadership programs including Future Leaders and Leadership Fundamentals
✔ Endorsed by WORK180 as an employer of choice for women
✔ Health and wellbeing support including EAP and wellness initiatives
✔ 2 paid volunteer days annually and inclusive community support

How to Apply

If you are a proactive and customer-focused facilities professional looking to join a collaborative and supportive team environment, we would love to hear from you.

BGIS is an equal opportunity employer and we strongly encourage applications from women, Aboriginal and Torres Strait Islander peoples, LGBTQ+ individuals, and people from culturally diverse backgrounds.

Eligibility

To be successful in the role, applicants must have full working rights in Australia.

Apply Now

Be part of a workplace that values diversity, safety, sustainability, and continuous innovation.

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