Facilities Administrator

Key Responsibilities

• Process and manage invoices, including follow-ups on outstanding invoices aligned with open purchase orders on Fraxion.

• Update monthly capital expenditure (Capex) projections on MRI.

• Support Project Coordinators by maintaining the tenant installation database and tracking key project documentation (Tenant Life Cycle, compliance, and handover packs).

• Assist Project Coordinators in ensuring project compliance with building regulations, the OHS Act, and fire safety requirements.

• Review and facilitate the authorization process for tenant installation creditor accounts (FCC Report).

• Follow up on outstanding documentation.

• Assist with the maintenance and updating of the CAD database and the electronic document library.

• Compile all contractor documentation required for vendor approval through procurement.

• Assist the team with tenant communication regarding service disruptions and general updates, as needed.

• Support Building Managers by loading maintenance records and logging repair, service, or incident requests per building via the My Buildings system.

• Manage maintenance reporting by generating daily, weekly, and monthly summaries of logged calls and tracking client feedback.

• Support Building Managers by uploading relevant certificates, service reports, and scheduling details for upcoming maintenance services (e.g., HVAC, fire equipment, security, new tenants, and contractors).

• Review Capex and Facilities reports to ensure accuracy for management reporting packs.

• Conduct self-performance reviews and attend bi-annual reviews.

• Attend SLA meetings and take minutes.

• Assist with compilation of building inspection repairs with building manager.

• Liaise with property staff.