Facilities Administrator - Office CPT [FCA04]

Purpose of the Job Responsible for the full administrative functions of the team and dealing with queries from internal and external clients Key Performance Areas • Facilities Administrator Duties and Responsibilities • Process and manage invoices, including follow-ups on outstanding invoices aligned with open purchase orders on Fraxion. • Update monthly capital expenditure (Capex) projections on MRI. • Support Project Coordinators by maintaining the tenant installation database and tracking key project documentation (Tenant Life Cycle, compliance, and handover packs). • Assist Project Coordinators in ensuring project compliance with building regulations, the OHS Act, and fire safety requirements. • Review and facilitate the authorization process for tenant installation creditor accounts (FCC Report). • Follow up on outstanding documentation. • Assist with the maintenance and updating of the CAD database and the electronic document library. • Compile all contractor documentation required for vendor approval through procurement. • Assist the team with tenant communication regarding service disruptions and general updates, as needed. • Support Building Managers by loading maintenance records and logging repair, service, or incident requests per building via the My Buildings system. • Manage maintenance reporting by generating daily, weekly, and monthly summaries of logged calls and tracking client feedback. • Support Building Managers by uploading relevant certificates, service reports, and scheduling details for upcoming maintenance services (e.g., HVAC, fire equipment, security, new tenants, and contractors). • Review Capex and Facilities reports to ensure accuracy for management reporting packs. • Conduct self-performance reviews and attend bi-annual reviews • Attend SLA meetings and take minutes • Assist with compilation of building inspection repairs with building manager • Liaise with property staff