Facilities Management Administrator - Defence site

Zancott Knight is seeking an experienced and highly organised Facilities Management Administrator (FMA) to join our Facilities Management team supporting a Defence client portfolio in Brisbane.

This is a hands‑on operational role responsible for coordinating reactive and planned maintenance, managing work orders, engaging contractors, maintaining compliance records, and supporting the day‑to‑day delivery of facilities management services.

Working closely with Facilities Manager, contractors and client stakeholders, you will play an important role in ensuring service requests are actioned efficiently, contractual timeframes are met, and facilities operations run smoothly.

This opportunity would suit someone with previous experience in facilities management, property services, maintenance coordination or a similar operational workplace who is confident managing multiple priorities and following work through to completion.

About Us

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.

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.

About the Role

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

The role involves managing work orders,



coordinating contractors, supporting compliance documentation, and acting as a key communication point between clients, facilities managers, and subcontractors.

Security Clearance Requirement

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

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.

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

Key Responsibilities

Work Order & System Management

- Log, update, monitor, and close work orders within the Works Management System (Urbanise).

- Manage priority service requests in line with contractual response and resolution KPIs.

- Maintain accurate operational records and asset maintenance data.

- Support reporting and data tracking within the facilities management system.

Contractor & Maintenance Coordination

- Engage and coordinate approved subcontractors to attend sites.

- Coordinate reactive maintenance,



planned preventative maintenance (PPM), and statutory inspections.

- Monitor contractor attendance and ensure works are completed within agreed service levels.

- Approve minor works within delegated financial authority.

Stakeholder Communication

- Act as a key point of contact between clients, facilities managers, and service providers.

- Manage service requests from tenants and landlords and ensure correct work order allocation.

- Provide professional customer service and support during operational and emergency situations.

Compliance & Documentation

- Maintain compliance documentation, including statutory maintenance and Essential Safety Measures (ESM).

- Ensure compliance documents are accurately recorded within the system.

- Support document control and operational administration processes.

About You

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

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

Why Join Us?

- Work with a growing national facilities management organisation

- Join a supportive operational team environment

- Be part of a Supply Nation certified Indigenous business

- Opportunity to develop your career in facilities management and operations

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.

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📌 Facilities Administrator - Defence site (Queensland)
🏢 Zancott Knight
📍 Queensland