Facilities & Project Coordinator

Our Facilities & Project Coordinator role is a new position designed to support the planning and delivery of office fit‑outs, relocations and workplace change projects, while ensuring our day‑to‑day facilities continue to operate smoothly. The role plays a critical part in creating safe, functional and welcoming workplaces that have a direct and visible impact on employee experience.

Working as part of a collaborative and service‑focused team, you will partner closely with Executive Office Leads and a broad range of internal and external stakeholders. Your responsibilities will include coordinating office moves, fit‑outs, refurbishments and workplace projects, managing facilities enquiries through our shared inbox and FreshService ticketing system, and supporting ongoing maintenance and improvement activities.

This is an excellent opportunity to gain hands‑on experience in workplace projects and office transitions, alongside core facilities coordination. You will be exposed to end‑to‑end workplace initiatives while developing strong coordination, stakeholder engagement and organisational skills within a team committed to high standards and continuous learning.

Please note this is an 18 month fixed-term contract.

Key Responsibilities:

Facilities Operations & Administration 

• Serve as the primary contact for facilities enquiries. 
• Manage shared inboxes and work order/ticketing systems (Freshservice). 
• Transfer existing Office Support functionalities to FreshService. 
• Prepare facilities communications in consultation with Office Leads 

Office Relocation Projects 

• Assist with planning and execution of office relocations. 
• Maintain inventories of furniture, equipment and assets for relocation planning. 
• Coordinate logistics with removalists, building management and internal teams. 
• Prepare move communications, schedules and floor plans for staff. 

Office FitOut & Refurbishment Projects 

• Support project leads with coordinating office fitout or refurbishment activities. 
• Liaise with designers, builders, engineers, and contractors as required. 
• Assist with procurement of furniture, fixtures and equipment (FFE). 
• Maintain project documentation, drawings, specifications and approvals. 
• Support site inspections, defect reviews and quality checks. 
• Coordinate post occupancy adjustments.occupancy adjustments. 
• Manage communications to staff on disruptions, timelines and access impacts. 

Maintenance & Contractor Coordination 

• Log and prioritise maintenance requests. 
• Coordinate contractor attendance for scheduled and unscheduled works. 
• Ensure all contractors meet safety and compliance requirements while on site. 

Workplace Support & Logistics 

• Support workspace layout changes, new team setups and small moves. 
• Manage desk bookings, space utilisation data and occupancy planning.