Job Description

Zancott Knight is seeking a Facilities Management Administrator to join our team. This role plays a key part in supporting facilities management operations by coordinating maintenance activities, managing work orders, and ensuring service delivery across multiple client portfolios.

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Working closely with Facilities Managers, contractors, and client stakeholders, you will help ensure operational requests are managed efficiently, compliance requirements are maintained, and service delivery standards are consistently achieved.

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This is an excellent opportunity for someone who enjoys working in a fast-paced operational environment, coordinating multiple priorities, and delivering high levels of service and communication.

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About Us

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Zancott Knight provides integrated facilities management and project management services across Australia, supporting the full lifecycle of assets from maintenance coordination and compliance through to operational facilities services.

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We are an Indigenous-owned and Supply Nation certified organisation, committed to delivering high-quality services while supporting employment opportunities and economic participation for Indigenous communities.

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About the Role

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The Facilities Management Administrator supports the coordination of reactive and planned maintenance activities across client portfolios.

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The role involves managing work orders, coordinating contractors, supporting compliance documentation, and acting as a key communication point between clients, facilities managers, and subcontractors.

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Security Clearance Requirement

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This position requires the successful applicant to hold, or be eligible to obtain, an Australian Government Negative Vetting Level 1 (NV1) Security Clearance.

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Under the Australian Government Security Vetting Agency (AGSVA) requirements, applicants must be Australian citizens and generally have a minimum of five (5) years' continuous residence in Australia to be eligible for NV1 clearance.

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Eligibility is assessed by the Australian Government and includes background, character, identity, and employment history checks.

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Key Responsibilities

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Work Order & System Management

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- Log, update, monitor, and close work orders within the Works Management System (Urbanise).
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- Manage priority service requests in line with contractual response and resolution KPIs.
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- Maintain accurate operational records and asset maintenance data.
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- Support reporting and data tracking within the facilities management system.
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Contractor & Maintenance Coordination

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- Engage and coordinate approved subcontractors to attend sites.
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- Coordinate reactive maintenance, planned preventative maintenance (PPM), and statutory inspections.
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- Monitor contractor attendance and ensure works are completed within agreed service levels.
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- Approve minor works within delegated financial authority.
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Stakeholder Communication

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- Act as a key point of contact between clients, facilities managers, and service providers.
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- Manage service requests from tenants and landlords and ensure correct work order allocation.
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- Provide professional customer service and support during operational and emergency situations.
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Compliance & Documentation

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- Maintain compliance documentation, including statutory maintenance and Essential Safety Measures (ESM).
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- Ensure compliance documents are accurately recorded within the system.
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- Support document control and operational administration processes.
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About You

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You are an organised and proactive administrator who enjoys coordinating multiple tasks while maintaining strong attention to detail.

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You are comfortable working with systems, communicating with stakeholders, and ensuring operational tasks are followed through to completion.

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Ideally you will bring:

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- Experience in facilities management, property services, maintenance coordination, or similar operational administration roles.
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- Strong organisational and time management skills.
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- Ability to manage multiple priorities and work under pressure.
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- Excellent communication and stakeholder coordination skills.
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- Experience using systems and technology platforms (experience with facilities or work order systems such as Urbanise is highly regarded).
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Why Join Us?

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- Work with a growing national facilities management organisation
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- Join a supportive operational team environment
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- Be part of a Supply Nation certified Indigenous business
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- Chance to develop your career in facilities management and operations
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If you are an organised administrator who enjoys coordinating operational activities and supporting service delivery across multiple facilities, we would love to hear from you.

📌 Facilities Administrator - Brisbane (Queensland)
🏢 Zancott Knight
📍 Queensland