Executive - Facility Coordination

About the Role
Draft, prepare, and review correspondence, reports, and presentations with minimal supervision.
Maintain accurate property documentation, including contracts, compliance records, plans, manuals, and asset registers.
Maintain property compliance and risk documentation.
Ensure all documents, photos, and records are properly uploaded and maintained within the property management system.
Support filing structures and maintain both physical and electronic records.
Process internal and external accounts and liaise with shared services or corporate finance teams regarding revenue collections and expense payments.
Follow up with vendors regarding invoice queries and payment status.
Investigate invoice discrepancies and assist with account reconciliations.
Raise and track work orders for vendors as directed by the Facilities Management team.
Maintain vendor records and update property information within the management system.
Build strong working relationships with Property Managers, clients, consultants, contractors, and internal teams.

The candidate should be able to work onsite according to the Australian calendar and shift.
Diploma or Bachelor’s degree in Business Administration.
Minimum 4 years of experience in a similar capacity.
Strong organisational skills with the ability to prioritise tasks and meet deadlines.
Excellent verbal and written communication skills with high attention to detail.
Strong customer service and stakeholder management skills.
Basic financial knowledge, including invoice and expense handling.
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