Position Overview The Facilities & Maintenance Coordinator will provide backend operational support to Melbourne-based Operations Team by coordinating property maintenance activities, tracking facility-related requirements, supporting property readiness, managing documentation, and assisting with operational administration.

The role will support Melbourne-based Operations Team by coordinating maintenance requests, maintaining property records, following up with contractors and suppliers, tracking invoices, and ensuring all property-related activities are completed within required timelines.

This role requires a combination of property coordination, basic technical understanding, administrative capability, and financial tracking skills to support smooth operations between the India Office and Melbourne Team.

Key Responsibilities

- Maintenance & Property Coordination

- Coordinate and monitor maintenance requests across properties portfolio.
- Maintain property maintenance trackers and ensure timely updates.
- Follow up with property owners, builders, contractors, and suppliers regarding pending works.
- Track maintenance activities from request initiation through to completion.
- Maintain records of:
- Maintenance issue details
- Contractor allocation
- Quotes received
- Approval status
- Completion timelines
- Final outcomes
- Escalate delayed or unresolved matters to the Melbourne Operations Team.

2. Property Readiness & Handover Support

Support Melbourne Operations with preparing new onboardings into property portfolio.

Coordinate and track

- Occupancy Certificate status
- Builder completion updates
- Defect rectification works
- Fire safety requirements
- Appliance installation
- Furniture requirements
- Cleaning arrangements
- Landscaping works
- Utility connections
- NBN readiness
- Property handover documentation

Maintain property readiness checklists and provide regular progress updates.

3. Contractor & Supplier Coordination

- Assist Melbourne Operations with communication and follow-ups with:
- Builders
- Maintenance contractors
- Property owners
- Suppliers




- Prepare professional emails and follow-up communications.
- Maintain contractor and supplier databases.
- Track service completion and contractor performance.
- Assist with obtaining quotes and comparing service options.

4. Financial & Invoice Support

- Assist with tracking property-related expenses.
- Maintain records of:
- Maintenance invoices
- Contractor payments
- Property expenses
- Service costs
- Coordinate invoice approvals with relevant teams.
- Support Accounts Team with reconciliation of property-related expenses.
- Maintain cost trackers for maintenance and property requirements.

Experience with bookkeeping/accounting processes will be highly regarded.

5. Compliance Documentation Management

Assist in maintaining property compliance records, including:

- Fire safety certificates
- Maintenance reports
- Compliance documents
- Appliance manuals
- Contractor service reports
- Property handover documents

Ensure documentation is accurately maintained and easily accessible.

6. Reporting & Administration

- Prepare weekly property maintenance status reports.
- Highlight:
- Pending maintenance works
- Delayed items
- Upcoming deadlines
- Urgent requirements
- Maintain accurate operational trackers.
- Provide administrative support to Melbourne Operations.

Education & Qualifications

Minimum Requirement

- Bachelor’s degree in any relevant discipline.

Preferred:
- Bachelor’s Degree in Civil Engineering / Construction Management / Building Services Engineering or related field.

A civil engineering background will be highly advantageous due to the requirement to understand:
- Building works
- Property defects
- Construction processes




- Maintenance requirements
- Property completion standards

Skills & Experience Required

Essential

- 1–3 years’ experience in operations coordination, facilities support, administration, property management, or similar roles.
- Strong written and verbal English communication skills.
- Excellent attention to detail and documentation skills.
- Ability to manage multiple tasks and follow up independently.
- Strong Excel and reporting skills.
- Ability to coordinate with multiple stakeholders.

Preferred Experience:
- Experience supporting Australian businesses.
- Experience in property maintenance, construction, facilities, or building-related roles.
- Civil engineering or technical background.
- Experience with bookkeeping, accounts payable, invoice processing, or financial tracking.
- Experience managing contractors and suppliers.
- Understanding of maintenance workflows and property handovers.

Technical Skills

- Microsoft Excel (trackers, reporting, data management)
- Microsoft Outlook and Word
- Basic understanding of building and maintenance terminology
- Experience with accounting software (Xero, MYOB, QuickBooks, or similar) is advantageous
- Ability to maintain structured records and databases

Key Performance Indicators (KPIs)

Performance will be measured on:

- Timely follow-up and closure of maintenance requests.
- Accuracy of property readiness trackers.
- Quality and timeliness of reporting.
- Effective coordination with Melbourne Operations.
- Accurate invoice and cost tracking.
- Maintaining updated compliance documentation.
- Reduction in delays during property onboarding.

Personal Attributes

- Proactive and organised approach.
- Strong ownership and accountability.
- Good problem-solving ability.
- Solid follow-up skills.
- Professional communication style.
- Ability to work independently with minimal supervision.
- Comfortable working with Australian stakeholders remotely.

Pay: ₹30,000.00 - ₹45,000.00 per month

Work Location: In person

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