Facilities Coordinator

We are seeking a proactive and detail-oriented Facilities Coordinator to join our team in Grafton on a full-time, 12-month fixed-term contract. Working within the medical/healthcare sector, you will play a key role in ensuring the smooth day-to-day operation of facilities services — from receiving and dispatching work orders through to closing out completed jobs.

This is a great opportunity for someone with strong organisational skills and a customer-focused mindset who thrives in a fast-paced coordination role.

Key Responsibilities

• Receive and dispatch incoming work orders in line with company KPIs
• Prioritise and triage service requests, ensuring urgent issues are addressed promptly while providing status updates on non-urgent matters
• Liaise professionally with internal and external stakeholders
• Monitor and respond to incoming queries via email, phone, and other communication channels
• Follow up on aged jobs within the system and update notes accordingly
• Collaborate with internal teams to coordinate and schedule maintenance and repair work efficiently
• Escalate complex or unresolved issues to senior staff or specialised technicians as required
• Ensure completed service requests are appropriately closed down
• Manage the full invoicing lifecycle, including day-to-day operations, the approval process, and querying costs where necessary
• Handle administration, report collation, and work order processing for Planned Preventive Maintenance (PPM)
• Process quotes and maintain the quote register
• Undertake other ad hoc and general administrative tasks as required

About You

• Previous experience in a facilities coordination, helpdesk, or administrative support role (experience in a medical/healthcare setting highly regarded)
• Strong organisational and time-management skills with the ability to prioritise competing demands
• Excellent written and verbal communication skills
• Confident liaising with a variety of stakeholders, including contractors, technicians, and internal teams
• Proficient in using work order/CMMS systems (or willingness to learn)
• A proactive, solutions-focused approach with strong attention to detail
• Ability to work autonomously and as part of a collaborative team

What's on Offer

• Full-time hours, Monday to Friday
• 12-month fixed-term contract based in Grafton
• Supportive team environment within the medical/healthcare sector
• Opportunity to develop your facilities management career