Facilities & Project Coordinator (Melbourne)

Job Description Our Facilities & Project Coordinator role is a new position designed to support the planning and delivery of office fit‑outs, relocations and workplace change projects, while ensuring our day‑to‑day facilities continue to operate smoothly. The role plays a critical part in creating safe, functional and welcoming workplaces that have a direct and visible impact on employee experience. Working as part of a collaborative and service‑focused team, you will partner closely with Executive Office Leads and a broad range of internal and external stakeholders. Your responsibilities will include coordinating office moves, fit‑outs, refurbishments and workplace projects, managing facilities enquiries through our shared inbox and FreshService ticketing system, and supporting ongoing maintenance and improvement activities. This is an excellent prospect to gain hands‑on experience in workplace projects and office transitions, alongside core facilities coordination. You will be exposed to end‑to‑end workplace initiatives while developing robust coordination, stakeholder engagement and organisational skills within a team committed to high standards and continuous learning. Please note this is an 18 months fixed‑term contract. Key Responsibilities Facilities Operations & Administration
- Serve as the primary contact for facilities enquiries.
- Manage shared inboxes and work order/ticketing systems (Freshservice).
- Transfer existing Office Support functionalities to FreshService.
- Prepare facilities communications in consultation with Office Leads. Office Relocation Projects
- Assist with planning and execution of office relocations.
- Maintain inventories of furniture, equipment and assets for relocation planning.
- Coordinate logistics with removalists, building management and internal teams.
- Prepare move communications, schedules and floor plans for staff. Office Fit‑Out & Refurbishment Projects
- Support project leads with coordinating office fit‑out or refurbishment activities.
- Liaise with designers, builders, engineers and contractors as required.
- Assist with procurement of furniture, fixtures and equipment (FFE).
- Maintain project documentation, drawings, specifications and approvals.
- Support site inspections, defect reviews and quality checks.
- Coordinate post‑occupancy adjustments.
- Manage communications to staff on disruptions, timelines and access impacts. Maintenance & Contractor Coordination
- Log and prioritise maintenance requests.
- Coordinate contractor attendance for scheduled and unscheduled works.
- Ensure all contractors meet safety and compliance requirements while on site. Workplace Support & Logistics
- Support workspace layout changes, new team setups and small moves.
- Manage desk bookings, space utilisation data and occupancy planning. Qualifications
- Relevant tertiary qualification in facilities management, property, business administration or a related field.
- Certifications such as Facility Management Professional (FMP) or Certified Facility Manager (CFM) are highly regarded.
- Solid knowledge of health and safety regulations, building codes and compliance requirements.
- Demonstrated experience in managing maintenance, contractors and service providers.
- Excellent organisational and communication skills, with the ability to liaise effectively with internal teams and external stakeholders.
- Minimum 3+ years experience in a similar role.
- Strong problem‑solving and analytical thinking.
- Excellent communication and stakeholder engagement.
- Intermediate to advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Benefits
- Professional Development: Expert mentorship, tailored training via KordaMentha Business School, study support, and our Accelerate programme for Analysts to Associate Directors – build your brand, expand your network and gain strategic insights from senior leaders.
- Flexibility: We champion work/life integration with options that fit your lifestyle.
- Career Growth: Merit‑based promotions, secondments and opportunities to work alongside senior leaders on impactful projects.
- Leave: Buy extra leave and access volunteer, generous parental leave and career break options.
- Culture & Connection: Social events, cultural celebrations and our bi‑ennial black‑tie ball.
- Family Support: Flexible parental leave, return‑to‑work support through our partner GracePapers and resources for every stage of family life.
- Health & Wellbeing: Inclusive wellness initiatives and confidential and industry‑leading EAP for you and your family. #J-*****-Ljbffr #J-18808-Ljbffr Apply on Kit Job: kitjobau.com/job/3rspwm