Job Overview
In this role, you'll take ownership of work order management, preventive maintenance, vendor coordination, compliance, and customer service, helping to maintain high-quality facilities that meet regulatory standards and delight tenants. You'll work closely with contractors, internal teams, and tenants to schedule, monitor, and deliver maintenance solutions, while continuously seeking ways to improve processes and asset performance.
Schedule
- Monday - Friday, 40hrs per week, 8am to 5pm Sydney Time
Key Responsibilities
Work Order Management
- Receive, triage, prioritize, and schedule reactive and planned maintenance requests in line with SLAs.
- Monitor progress, close work orders with complete documentation, and ensure accurate data entry for audit compliance.
- Identify high‑risk issues requiring escalation (e.g., safety hazards, essential service failures).
Vendor Coordination
- Engage approved and compliant contractors in accordance with procurement policies and Delegations of Authority.
- Obtain quotes, negotiate pricing, and manage service agreements.
- Ensure contractors hold valid licenses, insurances, and requisite WHS documentation prior to engagement.
- Monitor contractor performance, including safety behaviors, timeliness, and quality of workmanship.
Preventive Maintenance
- Support the implementation and monitoring of PPM schedules, including statutory maintenance such as:
- Fire safety systems
- Electrical and emergency lighting
- Gas appliances
- Water systems (incl. TMVs, backflow)
- Lifts and essential services
- Review asset condition, identify risks, and recommend lifecycle or capital improvements.
Compliance & Safety
- Ensure all maintenance activities comply with relevant state legislation, Australian Standards, WHS requirements, and organizational policies.
- Maintain compliant documentation for audits, inspections, and regulatory reporting.
- Conduct or support safety risk assessments, incident reporting, corrective actions, and hazard management.
- Ensure privacy, safeguarding, and professional conduct when interacting with tenants, including people with disabilities.
Quality Assurance & Continuous Improvement
- Perform quality checks on completed works and ensure rectification of defects.
- Support internal audits, contractor performance reviews, and process improvement initiatives.
- Monitor adherence to SLAs and KPIs and report exceptions or systemic issues.
Budget & Reporting
- Assist with cost control, quote processes, and value‑for‑money assessments.
- Ensure all expenditure aligns with Delegations of Authority.
- Prepare operational reports on maintenance activities, costs, compliance performance, and contractor metrics.
Customer Service
- Provide timely, clear communication to internal teams, tenants, and external parties regarding maintenance updates.
- Manage urgent or sensitive repairs with discretion and customer‑centric service.
- Support vulnerable tenants with appropriate communication and escalation protocols.
Requirements
- Experience in property, maintenance coordination, facilities, or asset management.
WHS legislation
Contractor safety requirements
Statutory maintenance obligations
Risk identification and escalation
- Proficiency in asset/maintenance management systems (e.g., work order platforms), Microsoft 365 and Outlook.
- Excellent written documentation and compliance recordkeeping skills.
- Strong organizational and time-management skills.
- Strong customer service skills.
Preferred
- Existing knowledge of relevant Australian Standards (e.g., AS 1851, AS/NZS 3000, AS/NZS 3666), Australian National Construction Code (NCC / Building Code).
- Experience with NDIS, SDA, community housing, or other regulated housing sectors.
Preferred Qualifications
- Certificate or Diploma in Facilities Management, Building Maintenance, or related field.
Independent Contractor Perks
- Permanent Work from Home
- Immediate Hiring
- Health Insurance Coverage in eligible locations
Note
Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.
