Administration Officer Facilities Maintenance

Job Description

Administration Officer Facilities Maintenance Melbourne, VIC, Australia Job Description Salary $70,993 to $74,912 per annum + 11.5% Superannuation (pro-rata) Fixed Term Full Time Role (2 months) Be the central point of contact for facility users, playing a vital role in ensuring seamless communication and efficient coordination of maintenance processes to keep everything running smoothly. At Whitehorse City Council, community is at the heart of everything we do. To stay ahead of and best respond to the evolving changes and needs of the community, the organisation is undertaking an exciting journey that will transform ways of working and will empower employees to be innovative and constantly striving towards providing excellent customer experience at all times. The Role: Reporting to the Facilities Maintenance Coordinator, you will provide essential administrative support to the Facilities Maintenance Unit. Your responsibilities will include managing maintenance requests, coordinating tasks with contractors and internal staff, and ensuring the efficient operation of the department's administrative systems. Key Responsibilities: Act as the first point of contact for maintenance requests, entering data into systems like Pathway and IPS Asset Management. Create Work Orders, Purchase Orders, and schedule maintenance tasks with contractors and staff. Monitor work progress, close completed tasks, and prepare reports for the Facilities Maintenance Coordinator. Process invoices, job sheets, and respond to internal/external inquiries. Manage key issuing, filing systems, and assist with correspondence and meeting organisation. Contribute to administrative improvements and ensure efficient office operations. About You: To be considered for this position, you will have previous experience in a customer service or administrative role, with a demonstrated ability to manage multiple tasks and priorities in a fast-paced environment. The ideal candidate will possess strong organisational skills, excellent attention to detail, and a proactive approach to problem-solving. To be successful in this role, you will have: Experience in customer service or administrative roles with strong organisational skills. Proficiency in Microsoft Office and systems like Pathway, IPS, and AxsOne. Strong communication skills, both written and verbal. High attention to detail and the ability to manage multiple tasks in a fast-paced environment. The ability to work independently and within a team, with excellent time management skills. This is a great opportunity for someone who is proactive, organised, and able to manage a variety of tasks efficiently. In return, we will offer: The ability to make a difference: Working at Whitehorse City Council you contribute to making a real difference in the lives of the community. Great working conditions: A professional environment, friendly and supportive teams, and a flexibility program that promotes employee work-life balance. An extensive Health and Wellbeing offering: Employee assistance program, private health insurance benefits, health checks, discounted gym membership and facilities, and an active health and wellness program. Career opportunities: Engaging work and the opportunity to apply your skills and experience. Transformation: We are in a time of transformation to stay ahead of the evolving changes and needs of our community. Further Information: Further information is available from Amy Guo at To apply, please submit a copy of your resume (max 5 pages) and one page statement addressing the selection criteria and what you would bring to the role by 12th Feb, 2025. City of Whitehorse is a culturally and linguistically diverse community. We are proud of the diversity of our workforce and recognise the strength this provides in meeting the needs of our community. Whitehorse City Council is committed to being a child safe organisation. About Us: The City of Whitehorse, located 15 kilometres east of the Melbourne CBD, is a culturally diverse community of almost 177,000 people. Whitehorse includes the suburbs of Box Hill, Burwood, Nunawading, Blackburn, Mitcham, Forest Hill and Vermont. Whitehorse City Council provides more than 100 services and facilities across a range of areas within our community services, city development, infrastructure, corporate services and transformation directorates. #J-18808-Ljbffr