_{21st May, 2025}

12-month parental leave placement.
 
Working in a high-performance team within one of our flagship Global Finance clients and reporting to the Senior Facilities Manager, you will be ensuring the building and assets are maintained in optimal condition. You will be a central point of contact to ensure top-tier services, including day-to-day building operations management, overseeing preventive maintenance, incident response, project support and reporting. Manage contractors to ensure compliance with safety and risk protocols while upholding business continuity and delivering a five-star user experience.
 
 
 
Key Responsibilities:
 

• Provide Facilities Management solutions and support across our clients Melbourne site.
• Coordinate with Facilities Management, Base Building and Engineering team members to ensure the delivery of the highest standards of service.
• Act as primary liaison with the client regarding all Facilities Management matters for the site.
• Manage contractors and ensure compliance with safety and risk management protocols.
• Manage and report incidents.
• Ensure all works are conducted in accordance with our clients Facility and Engineering Guidelines.
• Comply with all systems used to meet health and safety obligations.
• Create and nurture on-site client and stakeholder relations.
• Manage environmental risk factors for minimisation of risk to our client and employees.

 
Daily Building Operations:
 

• Ensure seamless daily readiness of building services and facilities to uphold uninterrupted business operations and minimize disruption to building occupants.
• As a hands-on person, conduct regular walkthroughs of the building, promptly identifying and addressing issues to ensure perfect condition of both the building and its facilities.
• Ensure delivery of all building services to a satisfactory standard.
• Work with Senior Facilities Manager to ensure the services delivered are aligned across the region.
• Work with the Base Building and Engineering teams to ensure best in class service delivery for the building.
• On call availability and response to all critical issues and support the Base Building and Engineer teams as required.
• Respond and assist with the management and reporting of all incidents in a timely manner.
• Ensure operational checks and facilities inspections are carried out as per requirements.
• Ensure all documents are managed and filed in accordance with systems and requirements. Maintain up to date documentation and compliances.
• Assess and implement streamlined, cost-effective operations across all service lines.
• Assist the Senior Facilities Manager with the development and delivery of effective and timely account and service reporting.
• Assist in implementation of approved capital works.
• Monitor and review services in buildings, providing ongoing recommendations for enhancements.
• Manage vendor and contractor compliance across all systems.
• Monitor work undertaken by contractors and subcontractors.
• Monitor and arrange rectification of service failures, investigate causes of problems and take steps to prevent re-occurrence of services failure.

 
PPM & Vendor Management:
 

• Manage all PPM works and associated vendors, ensure all PPM works are scheduled in Service Insight (Si7).
• Review and file service reports into SharePoint.
• Assist Senior Facilities Manager with vendor management.
• Attend and lead vendor meetings.
• In conjunction with the Senior Facilities Manager and the Procurement team periodically review maintenance and service agreements.
• In conjunction with other Facilities Managers take the lead to improve vendor/contractor relations & performance.
• Monitor and ensure adherence of service providers to contractual KPI’s & obligations.
• Review SWMS and Permit to works as required.
• Conduct contractor spot checks.

 
Administration:
 

• Ensure reactive works are completed in designated response times.
• Complete HSE building inspections as per agreed schedule.
• Work and Purchase Orders management.
• Complete incident reports with designated timeframes.
• Prepare and file meeting minutes.
• Assist Senior Facilities Manager with Governance reports.
• Participate in BCP management as required.
• Provide support and ensure accuracy on monthly data.
• Prepare and maintain Property Risk Register.
• Participate in emergency scenario training as required.
• Ensure asset data base is maintained and up to date.
• Make use of Workplace Dashboard to monitor building’s occupancy.
• Prepare and update FM Assurance Tracker.
• Maintain Operation Manuals and Playbooks up to date.
• Adhere to quality assurance practices as relevant.
• Perform other tasks as assigned by Senior Facilities Manager and the Leadership team.
• Ensure all documentation for our clients properties are up-to-date and filed following the accounts’ document management guidelines.
• Assist the Senior Facilities Manager by reviewing Open PO Reports and other financial tasks such as budgeting.

 
 
 
Required Knowledge, Skills and Qualifications:
 
·        Strong Facilities Manager background and experience within an A-grade corporate office environment.
·        Polished, well-presented corporate style, with excellent relationship management skills.
·        Experience in commissioning buildings, defect rectification and document reviews (preferred but not essential).
·        Pro-active “can do” attitude, and able to thrive in a fast-paced environment.
·        High level competency with MS Office programs.
 
    

 
 

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