The Facilities Officer supports the day-to-day delivery of facilities management services for IP Australia. The role is suited to a service-focused, organised and methodical person who can work under limited direction, manage routine enquiries, coordinate tasks through established systems and escalate more complex matters appropriately. The position requires sound judgement, attention to detail and the ability to build productive working relationships with internal and external stakeholders.The key duties of the APS 4 Facilities Officer are:Assist the Property and Services Team to respond to routine facilities enquiries and escalate complex or sensitive matters in a timely manner.Triage and manage facilities requests received through email and ServiceNow, including Canberra-based facilities tickets.Log facilities maintenance jobs and quotation requests in the JLL Corrigo system, monitor progress through to completion and escalate delays or issues as required.Escort service providers onsite when required and in accordance with security and workplace requirements.Support systems, process improvement and procedural documentation to ensure facilities processes remain accurate, practical and fit for purpose.Provide secretariat support for monthly and bi-monthly subtenant meetings, including preparing papers, recording actions and following up outcomes.Undertake procurement and administrative activities to support the effective operation of the team.Develop and maintain knowledge of facilities management practices, relevant systems, policies and procedures.Contribute to IP Australia's commitment to Net Zero by 2030 through sustainable workplace practices and support for environmental reporting and initiatives.Maintain an understanding of responsibilities under the Work Health and Safety Act 2011 and contribute to a healthy, safe and respectful workplace.Engage constructively with workplace change, support continuous improvement and contribute to team and organisational outcomes.Identify, raise and manage risks within the scope of the role, taking ownership of allocated tasks and meeting agreed commitments.Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS).
All applicants offered employment will be required to successfully undergo a pre-engagement screening check, even if they have a security clearance. The screening check involves reviewing your background & personal circumstances to minimise risks in giving access to IP Australia information/resources. This screening check is conducted in accordance with the Australian Government Protective Security Policy Framework requirements.
Some applicants may be able to obtain and maintain a security clearance at a specified clearance level - please check the vacancy information section for security clearance requirements.
The successful applicant must be willing to disclose all relevant and required information.We are looking to fill this position on a ongoing basis. Future positions may be offered on an ongoing or non-ongoing basis subject to operational requirements. Where a non-ongoing position is offered, the role will be filled for a specified term of up to 12 months.
At the end of the recruitment process, a merit pool of suitable candidates may be created. Those found suitable will be advised that they have been placed in the pool. The merit pool is valid for 18 months from the date the process was advertised. The merit pool may be used throughout the period to fill similar positions in the event positions become vacant.
IP Australia acknowledges that those with diverse experiences, perspectives, and backgrounds enhance our workplace and our capability for innovation. Aboriginal and/or Torres Strait Islander People, People with Disability and LGBTIQA+ people are encouraged to apply for any advertised position, that they may be suitable for, within IP Australia.
Vacancy information Position title: APS Level 4 - Facilities Officer_EXT Job Requisition ID: 1906 Location: Canberra on Ngunnawal Country Tenure: Ongoing Our Opportunity The Facilities Officer supports the day-to-day delivery of facilities management services for IP Australia. The key duties of the APS 4 Facilities Officer are: Assist the Property and Services Team to respond to routine facilities enquiries and escalate complex or sensitive matters in a timely manner Triage and manage facilities requests received through email and ServiceNow, including Canberra-based facilities tickets Log facilities maintenance jobs and quotation requests in the JLL Corrigo system, monitor progress through to completion and escalate delays or issues as required Escort service providers onsite when required and in accordance with security and workplace requirements Support systems, process improvement and procedural documentation to ensure facilities processes remain accurate, practical and fit for purpose Provide secretariat support for monthly and bi-monthly subtenant meetings, including preparing papers, recording actions and following up outcomes Undertake procurement and administrative activities to support the effective operation of the team Develop and maintain knowledge of facilities management practices, relevant systems, policies and procedures Contribute to IP Australia's commitment to Net Zero by 2030 through sustainable workplace practices and support for environmental reporting and initiatives Maintain an understanding of responsibilities under the Work Health and Safety Act 2011 and contribute to a healthy, safe and respectful workplace Engage constructively with workplace change, support continuous improvement and contribute to team and organisational outcomes Identify, raise and manage risks within the scope of the role, taking ownership of allocated tasks and meeting agreed commitments Job specific capabilities Capabilities are the skills required for the level or role that you are applying for. The successful candidate will be able to demonstrate their: Ability to work effectively both independently and as part of a team, with a proactive and service-oriented approach. Ability to manage competing priorities, follow established processes and deliver accurate work within agreed timeframes. Clear and professional written and verbal communication skills, including the ability to liaise respectfully with staff, contractors and stakeholders. Ability to identify process gaps, contribute practical improvement ideas and support the implementation of agreed solutions. Capacity to undertake tasks that may involve a level of manual handling, in line with safe work practices. Sound ability to use, interpret and apply relevant policies, procedures, standards, guidelines and legislation within the scope of the role. Practical understanding of facilities management activities, systems and administrative processes. Ability to follow reporting requirements, maintain accurate records and use information systems appropriately. Awareness of personal capability limits and willingness to seek guidance or specialist advice when required. Ability to share knowledge and support less experienced team members where appropriate. Looking for more information? Our candidate kit contains details including the capabilities required, the contact officer, and how to apply. Please use the link below to access the candidate kit: 1906 - APS Level 4 - Facilities Officer - Candidate Kit Applications Close Applications close at 11:59pm AEST on Wednesday 07 October 2026.
