Facilities Administrator - Epping, VIC Location: Epping, VIC Company: BGIS, Market Environment Employment Type: Full-Time | Permanent | On-Site | Flexible Hours Other Information: Free On-Site Parking We acknowledge the Traditional Custodians of the land on which we work and pay our respects to Elders past, present and emerging. About BGIS BGIS is a global leader in integrated facilities management, delivering innovative, people-centred and sustainable services across essential industries. We support clients through a commitment to safety, collaboration, operational excellence and continuous improvement. Purpose of the Role BGIS is seeking a dedicated and organised Facilities Administrator to support a busy and varied operational environment within a large, multi-use market precinct. You will play an essential role in coordinating contractors, supporting compliance processes, managing documentation, and ensuring smooth day-to-day operations. Working closely with the Facilities Management team and wider BGIS colleagues, you will contribute to a culture of safety, teamwork, and service excellence. The ideal candidate is warm, proactive, steady under pressure, and enjoys being the supportive hub that keeps a small, close-knit team running smoothly. Please note that this is based at a Drug & Alcohol Free Site and Random Testing is carried out on-site regularly. Key Responsibilities - Coordinate contractor and specialist vendor access for both reactive and planned maintenance. - Support the Facilities Management team in the delivery of contract requirements and client expectations. - Manage document control, general administration, office coordination and reporting tasks. - Prepare, track and maintain contract documentation, including reporting for internal and client use. - Assist with contractor compliance, ensuring all documentation and access requirements are met. - Allocate, update and monitor work orders for planned, corrective and reactive tasks. - Ensure adherence to OH&S, Environmental and Quality management systems. - Maintain schedules and records for subcontractor attendance and planned works. - Support incident, hazard and near-miss reporting and follow-up activities. - Contribute positively to team meetings, communication, and collaborative initiatives. - Build and maintain strong relationships with stakeholders, vendors and onsite personnel. Education, Experience & Skills Essential: - Proven administrative experience, ideally within facilities management, property, projects or a service-based environment. - Strong customer service skills and the ability to build warm, professional relationships. - Experience working with QA, OH&S and environmental systems. - Ability to prioritise and multi-task in a fast-paced, diverse environment. - Strong attention to detail and confidence managing multiple streams of activity. - Competency in Microsoft Office (Word, Excel, Outlook). - Understanding or experience with CMMS systems (highly regarded). Desirable: - Qualifications in Facilities Management, Business Administration, or a related field. - Knowledge of building services, maintenance processes or operational environments. - Training in OH&S, QA or environmental systems. - Current First Aid Certificate (highly regarded). Workplace Flexibility This position is 100% on-site within a vibrant market-style precinct. Flexible start/finish times are available. As your skills grow, there may be opportunities to expand responsibilities or progress into other roles across BGIS. Why Join BGIS? You'll be part of a supportive, close-knit team with space to grow your skills and confidence. Key Benefits Include: ✔ AFR Best Places to Work 2024 & 2025 ✔ Winner - Inspiring Workplaces Award 2025 ✔ Endorsed by Work180 for gender equity & flexibility ✔ Health & wellbeing support: EAP, wellness programs, flu vaccinations ✔ Career development, secondments & internal mobility ✔ 2 paid volunteer days annually ✔ 2024 Work180 Most Improved DE&I Award ✔ WGEA Compliance Certification How to Apply If you are a proactive and organised Facilities Administrator who enjoys variety, community-centred environments and being the reliable support behind a strong operational team, we would love to hear from you. BGIS is an equal opportunity employer. We encourage applications from women, Aboriginal and Torres Strait Islander peoples, LGBTQ individuals, people with disability, and culturally diverse communities. Eligibility Applicants must have full working rights in Australia. Apply Now Be part of a workplace that values diversity, safety, sustainability, and continuous improvement. Explore more opportunities at: apac.bgis.com
