Facilities and Fleet Coordinator

Position Overview

The Facilities and Fleet Coordinator coordinates the daily operations of the fleet and facilities management team including triaging incoming requests prioritising maintenance tasks and ensuring prompt task completion. Focus on optimising workflows and efficiently allocating resources across all aspects of fleet and facilities management.

Key Responsibilities

Fleet Support

Triage incoming requests for vehicle maintenance repairs and inspections prioritising based on urgency and availability

Coordinate and schedule vehicle servicing repairs and inspections by allocating time slots within Maintenance Officers calendars and ensuring smooth logistics

Monitor fleet usage and collaborate with internal departments to ensure efficient allocation of vehicles across teams

Maintain and update fleet records vehicle status maintenance history and ensuring timely processing compliance documents

Ensure proper documentation for vehicle-related matters such as renewals insurance claims and vehicle transfers

Vehicle Safety Checks: Ensure regular maintenance and organise safety inspections of fleet vehicles

Audit and maintain vehicle first aid and emergency response equipment

WHS Reporting: Record vehicle incidents and/or assist drivers to upload report to LogiQC

Facilities Support

Triage requests related to facilities maintenance monitoring the facilities inbox and prioritise based on urgency

Coordinate with contractors to schedule facility maintenance ensuring that work is done within agreed timelines and meets compliance requirements

Follow up on quotes and purchase orders ensuring that services are completed to satisfaction and invoices are processed for approval

Monitor maintenance schedules ensuring air conditioning plumbing electrical and other essential services are addressed on time

Manage office supply requests ensuring facilities are stocked with necessary materials and resolving any shortages

Emergency Equipment: Ensure vehicles carry appropriate emergency gear (first-aid kits fire extinguishers)

Contractor Management: Obtain and review SWMS and Permit to Work documentation prior to each contractor activity and ensure compliance to WHS Legislation (where needed liaise with Safety Delegate and/or WHS Lead for assistance)

Induct Contractors onto site Monitor contractors adherence to SWMS and report non-compliances to WHS Lead and/or Asset Facilities and Infrastructure Manager

Administrative Duties:

Coordinate schedules and meetings for fleet and facilities inspections ensuring that all stakeholders are aligned and informed

Assist in triaging general inquiries related to fleet availability facility maintenance and safety concerns routing requests to appropriate personnel

Maintain databases and systems ensuring accurate and timely updates for fleet and facilities management

Track ongoing tasks and projects providing updates to the Assets Facilities and Infrastructure Manager to ensure smooth operations

Minimum 2 years experience in in a fast-paced environment in either a Fleet Facilities Administration coordination/ triage role with a strong background in prioritising tasks managing resources and ensuring the efficient flow of operations in a fleet or facilities management setting.

Would suit candidate who has worked in corporate facilities/property management or in a company with a large fleet portfolio.

Excellent prioritisation and problem-solving skills with a strong ability to coordinate multiple tasks simultaneously while ensuring smooth and efficient workflows. Ability to work independently and respond to urgent situations as needed

Strong organisational and time management skills to prioritise workloads use initiative and be flexible to changing priorities

Well-developed communication and interpersonal skills with demonstrated ability to liaise with management tradespersons and contractors able to coordinate between internal teams and external contractors to ensure efficient task completion

Proven ability to manage complex schedules and allocate resources effectively across fleet and facilities operations

Proven ability to work autonomously and effectively as a team member to build and maintain productive working relationships with contractors and tradespersons

Required Attributes

Fleet Coordination

Vehicle Repairs and Maintenance Understands preventive maintenance schedules repair processes and vehicle compliance

Scheduling Can effectively assign and schedule vehicles in for service based on availability and need

Regulatory Compliance Awareness Knowledge of transportation laws emissions standards permits and licensing requirements

Vehicle Fine/ SPUR Administration Liaises with Main Road/SPUR and staff to settle unpaid fines

Assist Asset Facilities and Infrastructure Manager with vehicle lease end of life change over processes

Lodgement of insurance claims Liaise with program staff and FleetPartners to repair/ replace vehicle

Restricted Driver Authorisation (RDA) applications Submit application and liaise with staff and monitor for renewal

Quarterly Vehicle Audits Conduct quarterly vehicle audits using Facilities App

Respond to breakdowns accidents and coordinate with FleetPartners and staff for resolution

Facilities Coordination

Facility Coordination Coordinates maintenance schedules for HVAC plumbing electrical and services. Schedule repairs inspections and preventive maintenance

Coordinate and track facility maintenance requests and work orders

Maintain accurate facility records Including maintenance logs floor plans and safety documentation

Serve as the first point of contact for all facility-related inquiries

Contractor Coordination Reviews contractors SWMS Coordinates scheduled works and maintenance for buildings

Health & Safety Compliance Ensures facilities comply with WHS fire safety and building requirements

Conduct regular inspections to ensure facilities meet safety and legal standards.

Conduct Environmental Audits Carry out quarterly

Participate in emergency response planning and safety drills

Support office moves workstation setups and workspace organisation

General Skills & Attributes

Strong Organisational Skills Coordinates multiple priorities requests and workflows efficiently

Attention to Detail Notices small issues before they become major problems (e.g. unusual vehicle wear maintenance and HVAC anomalies)

Maintain accurate up-to-date databases logs and filing systems for both fleet and facilities

Process invoices purchase requests and purchase orders

Problem Solving & Initiative Can troubleshoot facility issues or vehicle breakdowns quickly and creatively

Communication & Coordination Liaises effectively with staff contractors drivers and upper management

Time Management Juggles reactive tasks (e.g. emergency repairs) and proactive tasks (e.g. scheduled maintenance) effectively

Customer Service Orientation Responsive to internal customer needs (e.g. employees requesting workspace fixes or fleet support)

Applicants are encouraged to read the full position description available on the TAIHS career page position closes 5pm Sunday September 28th

Interested hit the apply now tab and submit your cover letter and resume outlining how your capabilities and experience meet the requirements of the role

for more information email