Maintenance Scheduler

About the Role

This newly created role supports a recently awarded Victorian Government services portfolio and coordinates planned, reactive and statutory maintenance activities across a diverse, state‑wide property portfolio. Reporting to the Operations team, the scheduler works closely with Facilities Managers, technicians and subcontractors to ensure maintenance is scheduled efficiently, delivered on time and meets safety and compliance requirements. The scheduler plans and issues work orders, prioritises tasks based on risk and asset criticality, and coordinates resources to optimise route planning and service continuity. They also maintain accurate scheduling data, monitor dashboards for workflow improvements and support compliance reporting and KPI tracking. • Issue planned, reactive and statutory maintenance work orders via BGIS Connect. • Prioritise activities using risk, compliance, asset criticality and contractual timeframes. • Coordinate technicians and subcontractors for efficient resourcing and route planning. • Maintain forward maintenance schedules to ensure service continuity. • Escalate overdue or high‑risk work orders to achieve timely resolution. • Keep scheduling data, asset details and completion records accurate and up‑to‑date. • Analyse dashboards and digital insights to improve workflow efficiency and spot trends. • Communicate schedule changes, site access requirements and updates to internal teams and contractors. • Support compliance reporting, audits and KPI tracking with reliable data.

Key Responsibilities

• ▸work orders
• ▸task prioritisation
• ▸route planning
• ▸schedule management
• ▸dashboard analysis
• ▸compliance reporting

What You Bring

Ideal candidates have experience in maintenance scheduling or service dispatch, strong organisational abilities to manage high volumes of work orders, and confident communication skills. Proficiency with digital FM/CMMS platforms and an understanding of statutory maintenance requirements are essential, while familiarity with BGIS Connect, building systems and multi‑site portfolios is desirable. • Demonstrated experience in maintenance scheduling, facilities coordination or service dispatch. • Strong organisational skills for handling high volumes of work orders. • Clear, confident communication and collaborative working style. • High proficiency with digital FM/CMMS platforms. • Understanding of statutory maintenance compliance and service delivery timelines. • Desirable: Experience using BGIS Connect or similar CMMS. • Desirable: Knowledge of building systems, trades and maintenance workflows. • Desirable: Experience supporting large or multi‑site property portfolios. • Recognised as an AFR Best Places to Work 2024 & 2025.

Requirements

• ▸maintenance scheduling
• ▸cmms
• ▸bgis connect
• ▸organisational skills
• ▸communication
• ▸statutory compliance

Benefits

The Maintenance Scheduler role is based in Melbourne CBD, Victoria, and is offered as a permanent, full‑time position with a hybrid work model of three days in the office and two days working from home. The role is based in the Melbourne CBD office, close to public transport, with a hybrid arrangement after the probation period. Occasional site visits and additional hours may be required to meet operational needs. BGIS offers a supportive, inclusive culture recognised for workplace excellence, with opportunities for career progression, health and wellbeing programmes and community involvement. • Health and wellbeing benefits including EAP, wellness programs and flu vaccinations. • Career progression through secondments and internal mobility. • Paid volunteer days and community‑giving initiatives.

Work Environment

Onsite