Administration Coordinator

Administration Coordinator

GJK Facility Services

Collingwood, Australia

Full-time, Onsite

GJK Facility Services is undergoing significant growth and transformation, aiming to enhance customer and employee experiences. As a leading provider of facility services, including cleaning, grounds, restoration, maintenance, and facility support, we serve diverse markets such as education, government, health, commercial, transport, and industrial. With a national presence, a workforce exceeding 4,000, a strong safety focus, established customer relationships, and over 40 years of experience, GJK is a purpose-led organisation that fosters a supportive and diverse team environment.

We are seeking an organised and proactive Administration Coordinator to join our Building Services team. This role will focus on coordinating maintenance services, minor works projects, and contract administration.

About the Role:

The Building Services Administration Coordinator will ensure the efficient coordination of maintenance services, minor works projects, and contract administration within the Building Services department. Responsibilities include receiving, logging, and assigning client work orders, and maintaining accurate records in client-based systems. The position is crucial for maintaining operational continuity through timely communication and effective stakeholder engagement, supporting compliance, managing work orders, and assisting with project and procurement activities.

Key Responsibilities:

• Provide administrative support to the Maintenance, Projects, and Restoration Services teams.
• Manage calendars, inboxes, and task allocation for internal teams.
• Receive, log, and assign client work orders, tracking their progress to completion with thorough documentation.
• Maintain asset registers, safety records, and compliance documentation.
• Coordinate site access, contractor inductions, and work permits.
• Support the preparation of reports, meeting agendas, minutes, and documentation packs.
• Assist with contract administration, procurement, supplier onboarding, and invoicing.
• Liaise with internal staff, clients, and service providers to ensure smooth and efficient service delivery.

About You:

• Proven experience in an administration role within facilities, construction, or property services.
• Hands-on experience in contracts administration and/or procurement coordination.
• Proficiency in AroFlo or similar job management software is highly regarded.
• Strong attention to detail with excellent organisational and time-management skills.
• Ability to manage competing priorities in a high-volume, fast-paced environment.
• Confident communicator, comfortable liaising with contractors, trades, and clients.
• Proficient across the Microsoft Office Suite.
• Customer-focused with a proactive, problem-solving approach.
• Collaborative team player with a professional approach.
• Resilient, adaptable, and calm under pressure.
• Self-motivated and able to work autonomously.
• A Certificate or Diploma in Business Administration, Facilities Management, or Contracts Administration is desirable.

We encourage applications from individuals with the skills and experience to contribute to our team. If you are passionate about facility services administration and seeking a new challenge, we invite you to apply.

GJK Facility Services is an equal opportunity employer and welcomes applications from diverse backgrounds. Information provided during the application process will be accessible only to those involved in recruitment and used solely for recruitment purposes, held securely.

To apply, please click the 'apply' link and complete the online application.