$60,000–$65,000 + super + generous salary packaging options Part-time, 3 days a week (0.6 FTE), two-year contract Based in Prahran, Melbourne The opportunity We are seeking a highly experienced and skilled Facilities Administrator to join our team.
The position of Facilities Coordinator requires interaction with teams across the Institute and the Alfred Research Alliance, working within tight schedules and deadlines, as well as the capacity to work well in a team environment.
A key component of this role is to provide a safe and secure working environment conducive to productive research and associated activities, and one that is user-friendly to clients and other users of the buildings.
This role has the flexibility to choose the working days and is able to start as soon as possible.
Duties In this role, you will be expected to: Provide administrative support to the Chief Infrastructure Officer and operational/coordination support to other staff within the division.
Maintain the financial administration of the division, including raising purchase orders, reconciling invoices, monitoring expenditures against budget, following up on outstanding payments, and liaising with the finance team to uphold accurate financial record keeping.
Liaise with third-party suppliers/contractors, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), including attending monthly supplier review meetings and following up with contractors regarding POs and accurate invoicing.
Act as the first point of contact within the division during working hours to ensure phone calls are taken and queries are dealt with in a time-effective manner.
FM Helpdesk management includes custodianship of keys and contractor access cards, inventory management, monitoring and responding to job requests, and liaising proactively and reactively with other staff, contractors, and supply chain partners.
Production of monthly reports identifying performance against agreed targets and budgets.
Maintain internal systems and workflow and advise Infrastructure and FM team on administrative best practices.
Manage all incoming mail, maintain divisional stationery, accurately prepare Minutes of Meeting and circulate promptly to the key stakeholders.
Preparation of various management reports and electronic presentations, including overall design, handling, and data extraction.
Maintain soft and hard filing systems, ensuring consistency and supporting the management team where required.
Due to the nature of this role, and the need for an onsite presence, the incumbent is expected to work during normal working hours and to be onsite for a minimum of 3 days per week.
This role may be directed to perform other duties as required by the manager/supervisor from time to time.
It is a condition of employment that this role complies with any such reasonable requirement.
Skills and experience You will have: A minimum of 2 years of experience in a similar position.
Financial administration experience, including raising purchase orders and reconciling invoices using the Technology One platform is desirable.
Experience managing and monitoring FM contracts and service level agreements (SLAs).
Experience working with and supervising contractors and suppliers.
Office administration experience — writing agendas, taking minutes, filing and screening calls, document management, reporting.
Excellent time management and organisational skills.
Excellent interpersonal skills to ensure effective and courteous interaction with colleagues, contractors, visitors, and scientists.
Computer skills (Word, email, and strong in Excel).
Working at the Baker Institute offers flexibility, professional development, and the opportunity to contribute to a research centre of world renown.
Benefits include generous salary packaging, an employee assistance program, as well as modern offices and laboratories adjacent to the Alfred Hospital and within walking distance to St Kilda Road, Chapel Street, and Fawkner Park.
Applications should include a current resume with details of 2 professional referees, quoting DD04.
We are reviewing applications as they are received, so if you think you're the right person for this role, we'd love to hear how your capabilities, achievements, and experience set you apart.
To be eligible to apply for this position, you must hold appropriate Australian work rights and be immunised with the COVID-19 vaccination in accordance with COVID-19 Mandatory Vaccination Directions (No 4) and a current influenza vaccination in accordance with mandatory vaccination of health care workers directions.
More details of the role can be found in the position description.
For further information, please contact the person listed below.
At the Baker Heart and Diabetes Institute, we are committed to creating a workplace that encourages diversity, inclusiveness, and equal employment opportunity for all employees.
We welcome applications from all qualified candidates.
We will close this job ad as soon as we have enough applicants, so please apply without delay.
If you have any queries or would like any more information on the role, please contact us.
We value gender equality and diversity and are a proud recipient of an inaugural Athena SWAN Bronze Award from Science in Australia Gender Equity (SAGE).
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