Facilities Management Administrator
- Employment Type: Full time (35 hours per week)
- Duration: Continuing
- Remuneration: Level 5 $85,717 - $96,992 (depending on experience) + 17% super + leave loading
- Location: Kensington, NSW
About UNSW:
UNSW isn’t like other places you’ve worked. Yes, we’re a large organisation with a diverse and talented community; a community doing extraordinary things. Together, we are driven to be thoughtful, practical, and purposeful in all we do. Taking this combined approach is what makes our work matter. It’s the reason we’re one of the top 20 universities in the world and a member of Australia’s prestigious Group of Eight. If you want a career where you can thrive, be challenged and do meaningful work, you’re in the right place.
Why Your Role Matters:
A Facilities Management Administrator provides effective day-to-day administrative support within Facilities Management to ensure all services are provided efficiently to meet the operating needs of the team.
The Facilities Management Administrator will work within the Facilities Management team, managing the service dockets, invoices and work requests process for Facilities Management and reactive works. This involves work requests being reviewed, processed, closed and invoiced to Facilities Management, and their respective purchase orders being raised and the associated coordination between Service Providers, UNSW staff and other relevant stakeholders, keeping the dockets, work requests & invoices moving. Strong Microsoft Office skills are essential.
The role reports to the Senior Manager, Facilities Services and has no direct reports.
Responsibilities:
- Provide high level administrative support to Estate Management across Facilities Management.
- Act as the first point of contact for internal and external stakeholders, and contractors maintaining effective channels of communication, analysing requests and correspondence to prioritise as well as urgent and often sensitive matters.
- Review, match and process service dockets, financial recoveries, invoices and work requests in CMMS (Archibus) and upload invoices into a nominated location.
- Ensure budget information is up to date and reported accurately, consistently and timely for each report cycle (monthly) including contract variations and work updates.
- Prepare management financial reports against work requests as well as prepare invoices to show aging of work requests, status of work requests and progressing work requests through the system.
- Develop and maintain detailed filing systems, spreadsheets, databases, for all budget and contractor related documentation.
- Raise purchase order requisitions for closed work requests at an individual level and batch level.
- Respond to a range of in-person, telephone and email enquiries from internal and external stakeholders, contractors and initiate, action or escalate as necessary.
- Arrange, support and promote meetings and events for Facilities Management. Draft agendas, minutes, correspondence, presentations, business cases , briefing notes, and guidelines.
- Undertake induction and monitoring of new starter process (Onboarding) for new staff, contractors and visitors including access to inductions, site systems, building and site orientation.
- Ensure contractor documentation including inductions, insurances and licenses and kept up to date and report on a monthly basis
- Liaise and resolve account enquires with contractors, co-ordinating with FM Contract Management around missing information, error, batch processing and associated problems.
Skills and Experience:
- Relevant tertiary qualification with subsequent relevant experience or equivalent competence gained through any combination of education, training and experience.
- Advanced time management, organisational and problem-solving skills, including the ability to meet deadlines.
- Previous financial processing and administration experience
- Familiarity and understanding of concepts and terminology associated with building trades and related facilities management activities.
- Well-developed interpersonal and written and verbal communication skills.
- Previous experience using a facilities maintenance management system (Archibus) and enterprise financial management system.
- Demonstrated experience providing effective customer service and support to clients at all levels.
- Highly proficient computer literacy with excellent skills in Microsoft Office applications.
- Ability to make sound judgements and work both independently and as part of a team.
- Demonstrated attention to detail with the ability to proactively take responsibility and resolve issues in a timely manner.
- Advanced numeracy skills.
- Excellent organisational skills with the ability to prioritise, learn quickly and work well under pressure and time constraints.
Further details can be found in a copy of the Position Description linked below or via JOBS@UNSW.
Benefits and Culture:
People are at the core of everything we do. We recognise it is the contributions of our staff who make UNSW one of the best universities in Australia and the world.
Our benefits include:
- Flexible working options.
- Career development opportunities.
- 17% Superannuation contributions and additional leave loading payments.
- Additional 3 days of leave over Christmas period.
- Discounts and entitlements (retail, education, fitness).
For further details on the benefits, please visit https://www.jobs.unsw.edu.au/lifestyle-benefits.
To Apply: If this is of interest to you, please submit your application online: CV, Cover Letter and responses to the Skills and Experience outlined in the position description.
Sponsorship is not available for this role, full Australian working rights are required on application.
Contact: Amy Denney -Talent Acquisition Coordinator a.denney@unsw.edu.au
Please apply directly through the website, applications sent to the contact above will not be accepted.
Applications close: 11.55pm, 16th September 2024
UNSW is committed to equity diversity and inclusion. Applications from women, people of culturally and linguistically diverse backgrounds, those living with disabilities, members of the LGBTIQ+ community; and people of Aboriginal and Torres Strait Islander descent, are encouraged. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff.
The University reserves the right not to proceed with any appointment.
