Full job description

Job Title

Administration Assistant - Facilities

Job Description Summary

The Facilities Administration Assistant is responsible for providing administrative, financial and operational support to the Facilities Management team across a diverse property portfolio. The role supports the delivery of facilities management services by administering accounts payable processes, coordinating preventative maintenance programs, managing work order records, maintaining compliance documentation and ensuring the timely execution of planned maintenance activities.

The position acts as a central coordination point between Facilities Managers, Finance teams, contractors and where necessary landlords and managing agents, ensuring that financial transactions, maintenance schedules and facilities records are managed accurately and efficiently. The role supports compliance with contractual obligations, statutory requirements and internal service delivery standards through effective administration and reporting processes.

Job Description

Administration Assistant - Facilities

Sydney, NSW | Full-Time

Kickstart your administration or facilities career in a fast-paced role supporting operations, maintenance, finance and contractor management.

• Varied role combining administration, finance and operations
• Collaborative and friendly team environment
• Join a global leader with strong career development opportunities

About the Role

We have an exciting opportunity for a highly organised and detail-oriented Administration Assistant to join our Integrated Facilities Management team.

Supporting a diverse property portfolio, you'll play a critical role in ensuring facilities operations run smoothly through effective administration, invoice processing, contractor coordination and maintenance scheduling. Acting as a key link between Facilities Managers, Finance teams and service providers, you'll help ensure compliance requirements are met and maintenance activities are delivered efficiently.

This role is ideal for someone who enjoys managing multiple priorities, following tasks through to resolution, using attention to detail and building strong relationships with a variety of stakeholders.

Key Responsibilities

• Process high volumes of supplier invoices accurately and within required timeframes
• Validate invoices against approved purchase orders and work orders
• Investigate and resolve invoice discrepancies with suppliers and internal teams
• Monitor invoice approval workflows and follow up outstanding approvals
• Maintain accurate financial records, registers and documentation
• Assist with purchase order creation and management
• Coordinate preventative maintenance schedules and contractor activities
• Manage work order records and maintenance documentation
• Support contractor onboarding and compliance administration
• Assist with client reporting, presentations and operational reporting requirements
• Maintain facilities databases and compliance records
• Respond to supplier, contractor and stakeholder enquiries in a timely and professional manner

About You

• 1-2 years’ experience in Accounts Payable, financial administration or facilities administration
• Strong administrative skills with excellent attention to detail
• Experience managing high volumes of transactions, invoices or data
• Strong organisational and time management skills
• Ability to multitask and meet deadlines in a busy environment
• Excellent communication and stakeholder management skills
• Proactive and solutions-focused approach
• Strong Microsoft Excel, Outlook and Office 365 skills
• Experience using JDE, Wisetrend or similar systems highly regarded
• Facilities management, property or government contract experience desirable
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