Active Hiring

Facilities Administrator

Summary

The Facilities Administrator Role is a key position within the Facilities department. The successful candidate will support the facilities managers both internal and external agents, the state facilities managers and the national facilities directives and initiatives. As the Client grows the Facilities Administrator will be the centural services support contact for all Client's Sites.

Type: Full-time
Level: Mid Level
Salary: Confidential
Date Posted: 04-05-2023

Responsibilities

  • Maintain the MyBuildings Service Desk, involving phone services, ticket raising, maintenance of database, systems and procedures in relation to Hospital, Industrial and Commercial asset.
  • Ensure that all new Assets are added to the management systems, all PPM schedules are setup and service contracts are put in place with various providers assigned to the property for preventative maintenance.
  • Supporting the Facilities Manager with managing performance review of onsite contractors and vendors, ensuring all KPI and SLA are met in a timely manner.
  • To complete all Clerical work, paperwork and administrative procedures to ensure that reporting systems and monitoring responsibilities are maintained.
  • Assist with Data Migration, Validation and accuracy to Client's MRI system (previous knowledge of MyBuildings(corevision)/MRI advantageous).
  • Raise Purchase Orders for Service Contracts, materials/stock, preventative & re-active work in accordance with the Facilities Manager budget guidelines
  • To plan and conduct scheduled audits on the performance of the Sub-contractors to ensure their performance continues to provide the best value-for-money & quality service
  • To plan and conduct scheduled audits on systems, compliance and plant equipment to ensure their performance continues to provide the best value-for-money & quality service
  • Vendor Management of insurance documentation, scopes, service contracts and KPI recommendations along with ensuring conformance to Client's Induction and Orientation processes on an annual basis.
  • Basic accounting and invoicing management, Management and linking of PO to Invoicing and verifying service dockets and completion of works from time to time and in accordance with the site Facility Manager
  • Complete as required and as directed facility related property audits and assist with national projects or other initiatives relevant to Client's commercial, industrial and healthcare portfolio’s
  • Assist with the onboarding of new employees nationally in Australia and New Zealands from time to time and across the broad range of 400+ property assets.
  • Complete administration tasks on time
  • Deal with clients, suppliers and other employees professionally at all times
  • Ensure data and system management at all times
  • Attend calls and services requests professionally and politely
  • Create and build service contracts in a timely manner, ensuring Client is able to meet its objectives
  • Track and progress health and safety items to resolution 

Qualifications

  • Diploma or Certificate III in Business Administration or 2-3 years of relevant industry experience
  • Trade Qualification and or Property/Facility Administration Background
  • Minimum of 3-5 years of industry experience as a facility administrator, maintenance coordinator or experience in an equivalent role
  • Intermediate to advanced Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
  • Experience in a service desk/ ticketing system and environment including call centre operations advantageous
  • Excellent verbal and written communication
  • Organised and able to meet deadlines
  • Ability to prioritise and complete assigned tasks
  • High English verbal and written ability 

Why Diversify?

Since 2012, Diversify has created a culture where its people come first. With locations in Makati and BGC, working with Diversify means access to quality work spaces, the latest infrastructure and resources that have made them one of the leading offshore services providers in Metro Manila. You will immerse yourself in an open, widely diverse office culture where no idea is small enough and you constantly stay engaged with each other.

Position Overview

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