Facilities Coordinator

4 days ago

Angeles City, Central Luzon, Philippines Admin 24 seven Full time ₱600,000 - ₱800,000 per year

Administrative Officer – Technical Services Department

We are seeking a proactive and detail-oriented Administrative Officer to support our Australian Real Estate - Technical Services Department. This role provides vital administrative support to ensure smooth operations across a range of technical, property, and facilities management functions.

Key Responsibilities:

  • Process and lodge department invoices, including AFSS, plant item registration, strata, and project-related charges.
  • Manage rechargeable tasks such as overtime and chargeback invoices.
  • Coordinate monthly FM meetings, including agenda preparation and minute-taking.
  • Handle AFSS invoicing for SHP, including management fees and council-related charges.
  • Maintain department annual leave planning and register.
  • Support invoice processing for key properties (e.g., 12 Mount & 97 PH).
  • Oversee plant item registrations with SafeWork NSW, ensuring approximately 40 items are accurately lodged and certificates provided to Facility Managers.
  • Prepare monthly department invoicing for Strata and Event Cinemas.
  • Assist the Director of Technical Services with invoicing and ad hoc administrative tasks.
  • Monitor the Engineering inbox and ensure timely follow-up.
  • Manage the myBuildings system, providing support, training, onboarding, and coordination with PMs, FMs, Finance, and Real Trust.
  • Administer the CM3 system and support vendor onboarding in coordination with FMs and PMs.
  • Manage MRI vendor onboarding and handle related queries and disbursement issues.
  • Provide occasional support to the Tenant Help Desk Coordinator and assist with myBuildings tasks.
  • Maintain and update Site Specific Manuals (SSMs) quarterly with FMs and PMs.
  • Liaise with external providers (e.g., myBuildings, CM3, AESC) as needed.
  • Maintain up-to-date registers and contract lists for the team.
  • Organise department uniforms for all Facility Managers.

Requirements:

  • Proven experience in Australian real estate administration for facilities or technical services.
  • Experience with property systems like myBuildings, CM3, and MRI.
  • Excellent verbal and written English communication skills.
  • Strong attention to detail and organisational skills.
  • Ability to work independently and support a team environment.

Work Setup and Other Benefits:

  • Work on Site – Full time
  • Fixed Dayshift Schedule
  • Fixed Weekends Off
  • Free Morning Snacks
  • Additional Paid Leave
  • Great pay plus additional incentives and benefits
  • Salary increase after review on work anniversary
  • HMO and Government Benefits

Job Type: Full-time

Ability to commute/relocate:

  • Angeles City 2009 P03: Reliably commute or planning to relocate before starting work (Required)

Location:

  • Angeles City 2009 P03 (Required)

Work Location: In person

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