Bgis
BGIS provides integrated facility management services to optimize operational efficiency.
Facilities Administrator
Administers facilities operations, coordinating contractors and managing documentation.
Job Highlights
About the Role
• Coordinate contractor and specialist vendor access for reactive and planned maintenance. • Support the Facilities Management team in delivering contract requirements and meeting client expectations. • Manage document control, office coordination, reporting and general administration tasks. • Prepare, track and maintain contract documentation and related reports. • Ensure contractor compliance with documentation and access requirements. • Allocate, update and monitor work orders for planned, corrective and reactive tasks. • Uphold OH&S, environmental and quality management system adherence. • Maintain schedules and records of subcontractor attendance and planned works. • Assist with incident, hazard and near‑miss reporting and follow‑up. • Contribute to team meetings, communications and collaborative initiatives. • Build and maintain strong relationships with stakeholders, vendors and onsite personnel.
Key Responsibilities
- ▸contractor coordination
- ▸document control
- ▸work orders
- ▸compliance
- ▸incident reporting
- ▸stakeholder management
What You Bring
BGIS is seeking a dedicated and organised Facilities Administrator for its large, multi‑use market precinct in Epping, VIC. The role involves coordinating contractors, supporting compliance processes, managing documentation and ensuring smooth day‑to‑day operations while working closely with the Facilities Management team and other colleagues. The ideal candidate is warm, proactive, steady under pressure and serves as the supportive hub for a close‑knit team. • Proven administrative experience, preferably in facilities management or service‑based environments. • Strong customer service and relationship‑building abilities. • Experience with QA, OH&S and environmental systems. • Ability to prioritise and multitask in a fast‑paced, diverse setting. • High attention to detail and confidence managing multiple activity streams. • Proficiency in Microsoft Office (Word, Excel, Outlook). • Familiarity with CMMS systems (highly regarded). • Qualifications in Facilities Management, Business Administration or related field (desirable). • Knowledge of building services, maintenance processes or operational environments (desirable). • Training in OH&S, QA or environmental systems (desirable). • Current First Aid Certificate (highly regarded). • Recognised as AFR Best Places to Work 2024‑2025 and Inspiring Workplaces Award 2025. • DE&I awards and WGEA compliance certification.
Requirements
- ▸cmms
- ▸microsoft office
- ▸facilities management
- ▸oh&s
- ▸qa
- ▸customer service
Benefits
The position is full‑time, permanent, on‑site with flexible start/finish times and includes free on‑site parking; it is a drug‑ and‑alcohol‑free site with random testing. As skills develop there may be opportunities for expanded responsibilities or progression within BGIS. BGIS offers a supportive environment with growth opportunities, including career development, secondments, internal mobility, paid volunteer days and health and wellbeing support. The company has received awards such as AFR Best Places to Work 2024‑2025, Inspiring Workplaces Award 2025 and several DE&I recognitions. • Health & wellbeing support including EAP, wellness programs and flu vaccinations. • Career development, secondments and internal mobility opportunities. • Two paid volunteer days per year.
Work Environment
Onsite