Facilities and Contracts Administrator

D26 Project and Asset Management are currently seeking detail-oriented Facilities and Contracts Administrator to join our team on a full-time basis.

About the role 

We are seeking a highly organised and enthusiastic Facilities & Contracts Administrator to join our team. This is a varied and hands-on role supporting the coordination of facilities maintenance, contractor management, procurement, capital works and property administration across our portfolio.

Working closely with the Facilities and Property team, you will play an important role in ensuring maintenance requests, projects and contracts are managed efficiently while providing high-quality administrative support and reporting.

This position is ideal for someone who enjoys variety, has exceptional attention to detail and is looking for a long-term opportunity within a supportive and growing organisation.

Duties and Responsibilities will include but not be limited to the following:

• Coordinate reactive, planned and preventative maintenance through the Facilities Management Information (FMI) system.

• Manage work orders, contractor bookings and maintenance requests.

• Assist with CAPEX administration, procurement and contract management.

• Maintain contractor compliance, supplier records and procurement documentation.

• Support refurbishment and property projects through effective administration.

• Prepare reports, presentations and management documentation.

• Coordinate meetings, prepare agendas, take meeting minutes and track actions.

• Review contractor invoices and assist with budget monitoring.

• Maintain SharePoint, project files and facilities documentation.

• Support compliance, audits and continuous improvement initiatives.

• Maintain contractor licences, insurances and compliance records.

• Support contractor inductions and WHS documentation.

• Assist with audits, governance requirements and continuous improvement initiatives.

• Coordinate regular operational and contractor meetings.

• Prepare agendas, take accurate meeting minutes and maintain action registers.

About You

You will bring:

• Experience in facilities administration, property administration, contract administration or maintenance coordination.

• Experience managing contractor relationships and contract documentation.

• Excellent organisational and time management skills.

• Strong attention to detail and a commitment to producing accurate work.

• Experience preparing meeting agendas and taking comprehensive meeting minutes.

• Excellent written and verbal communication skills.

• Strong Microsoft Office skills, particularly Excel, Word, Outlook and PowerPoint.

• Experience using facilities management, maintenance or asset management systems (or the ability to learn quickly).

• Confidence managing reports, invoices and administrative processes.

• A proactive approach with the ability to work independently and manage competing priorities.

• An enthusiastic attitude with a willingness to learn and contribute to continuous improvement.

• A genuine interest in building a long-term career with our organisation.

• A proactive, enthusiastic attitude with the ability to manage competing priorities.

• A commitment to delivering excellent customer service and building a long-term career.

If you are an organised administrator with a passion for facilities coordination, contract management and delivering excellent service, we'd love to hear from you.

Apply now and become part of our team.

We recognise that flexibility is important. Whether you're looking for a full-time or part-time opportunity, we'd love to hear from you. Employment arrangements can be discussed with the successful candidate.