It's an exciting time to be joining GJK Facility Services - we have grown significantly over recent years and are transforming for future growth and opportunities to help our customers and people.
We are a leading provider of facility services, committed to provider better experiences and better outcomes to our customers and our people.
Our core service offerings are cleaning, grounds, restoration, maintenance and facility support services, with experience across a diverse range of markets, including education, government, health, commercial, transport and industrial.
With a national footprint and workforce of over 4,000, a strong focus on safety, long-standing customer relationships and over 40 years of experience, we are a purpose-led organisation.
We are a diverse family, supporting each other to do our best and help make a difference.
We're looking for an organised and proactive Administration Coordinator to support the coordination of maintenance services, minor works projects and contract administration across our Building Services team.
About the Role:
The Building Services Administration Coordinator will deliver efficient coordination of maintenance services, minor works projects and contract administration within the Building Services department. This includes receiving, logging and assigning client work orders, and maintaining accurate, up-to-date records within client-based systems.
The position plays a key role in maintaining operational continuity through timely communication and effective stakeholder engagement. The objective is to support compliance, manage client work orders, and assist with project and procurement activities across the department.
Key Responsibilities (including but not limited to):
Provide administrative support to the Maintenance, Projects and Restoration Services teams.
Manage calendars, inboxes and task allocation across internal teams.
Receive,



log and assign client work orders, tracking progress through to timely, well-documented completion.
Maintain asset registers, safety records and compliance documentation.
Coordinate site access, contractor inductions and work permits.
Support the preparation of reports, meeting agendas, minutes and documentation packs.
Assist with contract administration, procurement, supplier onboarding and invoicing.
Liaise with internal staff, clients and service providers to ensure smooth, efficient service delivery.
About You:
Proven experience in an administration role within facilities, construction or property services
Hands-on experience in contracts administration and/or procurement coordination
Proficiency in AroFlo or similar job management software highly regarded
Strong attention to detail with excellent organisational and time-management skills
Ability to manage competing priorities in a high-volume, fast-paced environment
Confident communicator, comfortable liaising with contractors, trades and clients
Proficient across the Microsoft Office Suite
Customer-focused with a proactive, problem-solving approach
Team-oriented team player with a professional approach
Resilient, adaptable and calm under pressure
Self-motivated and able to work autonomously
Certificate or Diploma in Business Administration, Facilities Management or Contracts Administration is desirable
We are eager to connect with individuals who have the skills and experience to contribute to our team. If you are passionate about facility services administration and are ready for a new challenge, we would love to hear from you!
GJK is an equal opportunity employer, and we encourage applications from diverse backgrounds.
Any information provided to GJK Facility Services with respect to your application will be accessible only to those involved in the recruitment process. It will be used only for the purposes of recruitment and will be held securely.
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📌 Administration Coordinator (Melbourne)
🏢 GJK Facility Services
📍 Melbourne