Facilities Coordinator

Key Result Areas

. Preparation and data entry of requisitions for supplier and event payments in the iProcurement system

. Set up of new suppliers in iProcurement system

. Obtain quotes from suppliers prior to raising requisition for purchase order in the system

. Provide relief for Client Service and Mailroom team if required

. Order / Maintain office stationery & consumables through iProcurement/Optimum including obtaining quotes for the unlisted products

. Office equipment maintenance and ordering. (ie. water filters, dishwasher, etc)

. Liaise with contractors for site work, eg. maintenance, installations

. Assist with the set up of client and staff meetings/functions as required

. Liaise with MGTI for any IT requirements

. Liaise with building management when required in conjunction with Site Manager

. Ensure regular cleaning inspections are scheduled with the cleaners and building management

. PM Maintenance scheduling and compliance to ensure all PM works are scheduled and executed with the agreed timelines and vendor contracts

. Quality assurance and service verification through tracking and reviewing service reports ensuring accuracy

. Provide access to security technicians for monthly maintenance of the security system

. Update Floor wardens list & co-ordinate training with building management

. Locker Management

. Manage Clear desk policy

. Manage after hours access for functions, e.g. air/con, cleaning etc.

. Actively manage Sydney Smart office space on a daily basis

. Management of Facilities inbox

. Manage the Mailroom Operations to ensure zero loss of documentations, accurate tracking of all incoming and outgoing mails and adherence to approved SOP and compliance requirements

. Ensure optimal staffing levels in the Mailroom and BOH at all times through effective manpower scheduling to mainain uninterrupted operations

. Conduct regular site inspections to check general office condition and inventory levels of stationery/supplies.

. Any other facilities tasks related to smart office as directed by the Site Manager

Knowledge, Skill and Abilities Required

. Minimum a Diploma in Facilities Management or its equivalent

. A proven background in the field of facility or similar related discipline

. Working knowledge of the statutory requirements and their application in OH&S and knowledge of government agencies and key client framework

. Computer literate in Microsoft Office and Access

. Excellent time management and teamwork skills

. Commitment to continuous improvement and best practice

. Excellent grooming and personal hygiene standards

. Self motivated and lateral thinking

Languages: English Fluent. Bilingual will be advantageous