Facilities Coordinator

Minor Hotels is seeking a motivated and detail-oriented Facilities Coordinator to support the smooth day-to-day operations of our Facilities Department across multiple properties.

This role is ideal for someone who thrives in a fast-paced environment, enjoys variety in their day, and takes pride in delivering organised, efficient, and professional administrative support. Working closely with the Facilities Manager and hotel teams, you will play a key role in ensuring maintenance coordination, contractor management, reporting, and departmental administration are handled seamlessly.

Key Responsibilities Include:

• Maintain and manage building compliance documentation, ensuring all statutory, regulatory, and operational records are accurate, up to date, and readily accessible.
• Monitor contractor compliance requirements, including licences, insurances, Safe Work Method Statements (SWMS), inductions, and accreditation records.
• Coordinate contractor onboarding and site inductions in accordance with building and workplace compliance requirements.
• Assist in maintaining compliance registers for fire safety, essential services, workplace health and safety, lift maintenance, pool operations, and other statutory obligations.
• Track and coordinate preventative maintenance schedules, service contracts, inspections, and compliance-related activities across the property.
• Support the Facilities Manager with defect management, contractor coordination, and follow-up actions to ensure timely completion of works.
• Process invoices, purchase orders, and service agreements while maintaining accurate records and supporting budget tracking.
• Maintain accurate records, spreadsheets, and reports using Microsoft Office, MyBos, and other property management systems.
• Assist in preparing compliance reports, contractor performance reports, and monthly operational updates.
• Liaise with contractors, service providers, Body Corporate representatives, residents, and hotel teams to ensure compliance obligations are met and communicated effectively.
• Coordinate access arrangements for contractors, auditors, inspectors, and service providers undertaking works within the building.
• Maintain filing systems and document control for service agreements, compliance certificates, warranties, manuals, and building records.
• Support audits and inspections by preparing documentation and coordinating required information.
• Provide general administrative support to the Facilities Department, including correspondence, meeting coordination, record management, and other duties as required.

Successful candidates will have:

• Previous experience in an administration, facilities, property, hospitality, or customer service role.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in data entry and reporting.
• Intermediate to advanced knowledge of Microsoft Office, particularly Word and Excel.
• Ability to work independently while also contributing positively within a team environment.
• Professional presentation and a proactive, solutions-focused approach.
• Experience coordinating maintenance or contractor schedules will be highly regarded.

At Minor Hotels, we value our people as the heart of our success. Joining Minor means, you’ll enjoy a rewarding package designed to support your professional growth, wellbeing, and work-life balance:

What We Offer:

• Career Growth: Learning and development programs to boost your career.
• Exclusive Hotel Deals: 50% off stays at Minor Hotels in Australasia; 20% off for friends and family.
• Global Perks: International accommodation discounts across our hotel brands.
• Retail Rewards: Cashback and discounts at 400+ top retailers in AU/NZ.
• Experiences: Discounted entertainment and activities.
• Banking and Insurance: Exclusive health insurance offers and workplace banking benefits.
• Generous Leave: Parental and birthday leave.
• Wellness Boost: EAP and tailored wellness support.

https://jobs.smartrecruiters.com/MinorInternational/744000131807690-facilities-coordinator-?trid=89334b4a-13c4-4bd2-bbae-d30c41ecede8