Facilities Coordinator

Step into a pivotal Facilities Coordinator role with a globally renowned engineering, architecture and design firm. Shape a safe, seamless and inspiring Melbourne workplace while partnering with talented teams, trusted suppliers and senior stakeholders. Enjoy supportive leadership, ongoing training and an inclusive culture where your expertise, ideas and contribution are genuinely valued. Make your mark in a role where no two days are the same!

About the role

An exciting opportunity has arisen for an experienced Facilities Coordinator to join a globally recognised engineering, architecture and design firm in its Melbourne office.

This is a hands-on, varied role where you will play a central part in ensuring the workplace operates safely, efficiently and to a consistently high standard. Working closely with internal teams, building management, contractors and suppliers, you will take ownership of day-to-day facilities operations while also contributing to workplace improvements, relocations and project activity.

You’ll be joining a collaborative and inclusive environment where supportive leadership, knowledge sharing and professional development are genuinely valued.

Scope of the role

• Coordinate planned, reactive and emergency maintenance activities across the Melbourne workplace and project sites.
• Manage relationships with contractors and suppliers, including onboarding, compliance checks, quotations, scopes of work, performance monitoring and service reviews.
• Oversee cleaning services and workplace presentation, conducting regular audits and addressing issues with service providers and building management.
• Manage annual service agreements and scheduled maintenance programs, ensuring works are completed in line with organisational and statutory requirements.
• Act as a key point of contact for staff facilities requests, using workflow and facilities management systems to log, track and resolve issues.
• Conduct regular workplace inspections and audits, proactively identifying hazards, defects and areas for improvement and coordinating timely remediation.
• Liaise with building management on deliveries, access requirements, workplace moves, relocations and project office mobilisation/demobilisation.
• Support workplace improvement projects, minor refurbishments and operational initiatives, working collaboratively with IT, AV, HSEQ and other internal stakeholders.
• Maintain accurate facilities records covering assets, equipment, fleet, procurement, contractors, maintenance and operational reporting.
• Support procurement and financial administration, including purchase orders, invoices, expenditure tracking and supplier documentation.
• Assist with workplace security, including access control, security audits, cameras, duress systems and stakeholder meetings.
• Support emergency preparedness, fire evacuation exercises, first aid and safety initiatives, business continuity activities and workplace safety committees.
• Build strong relationships across the organisation, keeping stakeholders informed of facility issues, disruptions, risks and planned works.

What we're looking for

• Proven experience in facilities management, workplace operations or a similar environment.
• Strong contractor and supplier management skills, including compliance, maintenance and service delivery.
• Sound understanding of workplace health & safety, risk, compliance and emergency procedures.
• Experience supporting relocations, refurbishments, workplace projects or operational improvements.
• Strong administration, organisation and attention to detail, with experience managing records, reporting and procurement.
• Excellent communication and stakeholder management skills across technical and non-technical teams.
• Ability to juggle competing priorities, solve problems proactively and use sound judgement.
• A dependable, collaborative and solutions-focused approach, with a genuine commitment to workplace excellence.
• Relevant facilities, property or building services qualification is desirable, but equivalent experience will be considered.

For a confidential discussion and to find out more, contact Lucas Aparo at lucas.aparo@robertwalters.com.au.

Aboriginal and Torres Strait Islander Peoples are encouraged to apply.
To apply please click apply or call Lucas Aparo on 03 8628 2118 for a confidential discussion.