Facilities Coordinator Onsite in Brisbane

About Evolve

Established in 2015, Evolve FM is an Indigenous-owned Australian business delivering integrated facilities management, corporate real estate and project delivery solutions. We partner with government and private sector clients to optimise assets, improve operational performance and deliver lasting value through experienced people, innovative systems and practical solutions. Guided by our values of People, Place and Progress, we create meaningful social and economic impact while building strong relationships and a positive legacy for future generations.

We strongly encourage applications from Indigenous candidates.

Role Description

TheFacilitiesCoordinator plays a crucial role in supporting the Facilities Management team to ensure the successful delivery of services. This role involves providing administrative support and performing facilities-related duties in compliance with company policies, procedures, and processes. The role is guided by clearly defined KPIs and goals aligned with its responsibilities. Performance will be assessed on an ongoing basis through regular performance reviews. This role is a part-time permanent role based in Queensland.

Main Duties

Client/Stakeholder Management

Assist the Facilities Manager in meeting client expectations and maintaining satisfaction.

Build and foster effective client and stakeholder relationships across multiple organisational levels.

Front-Line Service Delivery

Coordinate mail room operations.

Manage access, permits and approvals. The Facilities Coordinator leads permits and approvals; Loading Dock access is managed by the Dock Master, and visitor and contractor sign-in by the Concierge.

Deliver room configuration services, including furniture set-up and reconfiguration.

Facilitate events and lead event bump-in and bump-out, with the Dock Master supporting event deliveries and storage.

Deliver after-hours requirements, covered by agreed ad hoc rates.

Provide on-demand service, including after-hours requests and surge capacity.

Coordinate Defects Liability Period activity.

Aid the Facilities Manager in ensuring vendors are effectively managed, and services are delivered on time and within budget.

Support compliance with client procurement guidelines andEvolvebest practices during vendor procurement processes.

Operational and Administrative Support

Assist Facilities Managers with activities related to accounting and finance, maintenance and operations, vendor oversight, purchasing of materials, equipment, supplies, occupancy services, and helpdesk management.

Process work orders and ensure contract response times are met.

Provide administrative support to the Facilities Manager and team.

Facilitate contractor training and inductions.

Maintenance and Compliance Oversight

Oversee maintenance requests logged in the system and ensure optimal allocation of work to contractors within financial and operational delegations set by the client.

Ensure compliance checks required by statutory regulations and industry guidelines are accurately maintained.

Manage building condition and property classification data while coordinating activities to maintain equipment integrity.

Financial and Operational Contributions

Actively ensure that the site's financial operations meet or exceed targets and control requirements. Suggest ways to achieve service delivery efficiencies and/or cost reductions within assigned responsibilities.

Assist the Facilities Manager with continuous process improvements, problem-solving, and best practice reviews.

Deliver assigned responsibilities within established KPIs, service level agreements, and the annual operational plan for the area of responsibility.

Maintain a clear understanding of the Evolve's Integrated Management System (IMS) Management manual and ensure all duties are performed in accordance with its policies, procedures, and guidelines.

Qualifications

Relevant experience in facilities coordination, property services, maintenance administration, or a similar operational support role.

Strong computer literacy and the ability to confidently use facilities management systems, work order platforms, email, and standard business software.

Demonstrated ability to coordinate work orders, monitor response times, and support service delivery against KPIs and service level agreements.

Proven experience providing responsive customer service and building effective relationships with clients, contractors, suppliers, and internal stakeholders.

Strong organisational and administrative skills, with the ability to prioritise competing tasks, maintain accurate records and meet deadlines.

Working knowledge of procurement, contractor coordination, purchasing and basic financial administration, including operating within approved delegations and budgets.

Sound knowledge of work health and safety, statutory compliance, and safe contractor induction requirements.

Ability to perform manual handling tasks safely, including room configuration and furniture set-up.

An understanding of building services and property systems, including mechanical, electrical, fire protection, chiller and Building Management Systems, is desirable.

Clear written and verbal communication skills, active listening skills, and a professional, friendly, and customer-focused approach.

High attention to detail, integrity, initiative, and sound judgement, with the ability to identify issues, contribute to practical improvements and follow tasks through to completion.

Ability to work collaboratively within a team, adapt to changing priorities and remain focused on service, operational and performance outcomes.

Commitment to Evolve's values, positive workplace culture, diversity and inclusion, and meaningful Indigenous engagement.

Ability to work in accordance with Evolve's Integrated Management System, policies, procedures, and continuous improvement requirements.