A values-led not-for-profit organisation  is recruiting a newly created Administration & Facilities Coordinator  within their busy corporate services function.

This is a hands-on coordination role supporting facilities, projects, procurement and general corporate operations across a large, multi-site organisation . It would suit someone who enjoys bringing structure to complex environments, working closely with senior leaders, and managing a high volume of competing priorities with professionalism and discretion.

Reporting to the CFO within Corporate Services, this position plays a key role in supporting facilities coordination, reporting, compliance and operational projects , while also contributing to the smooth running of head office administration.

The role has been created in response to growth and increased operational demand and will initially focus heavily on facilities and contractor coordination , before expanding further into projects and corporate services support.

You’ll be trusted to establish structure from day one - setting up systems, improving documentation, and ensuring reporting and follow?up are consistent, accurate and reliable.

Facilities & Operations Coordination

• Coordinate and track maintenance requests across multiple sites
• Liaise with external contractors regarding scheduling, access and completion
• Maintain asset registers, contractor records and tracking systems
• Monitor works in progress and ensure issues are followed through to resolution
• Support audits, inspections and planned maintenance programs

Reporting, Projects & Process Improvement

• Assist with preparing reports, trackers and briefing documentation
• Support data collection for audits, budgets, tenders and projects
• Contribute to development and improvement of SOPs and internal processes
• Provide project and planning support to corporate services as required

Procurement, Finance & Compliance Support

• Obtain and compare quotes, reconcile invoices and track expenditure
• Support compliance documentation and audit preparation
• Assist with end?of?year reporting and budget data collection

Head Office & Corporate Services Support

• Coordinate day?to?day office administration and logistics
• Liaise with landlords, building management and service providers
• Support internal events, meetings and visitor coordination

You will be a calm, highly organised and experienced administrator or coordinator who is comfortable working in a complex, regulated environment.

You’ll likely bring:

• Proven experience in administrative coordination, facilities, office management or project support
• Strong ability to manage multiple priorities across a multi-site environment
• Confidence supporting senior leaders and executives
• Advanced Excel skills and strong digital literacy (SharePoint, Teams, Outlook)
• Excellent written and verbal communication skills
• High emotional intelligence and professionalism when dealing with diverse stakeholders
• A proactive, solutions?focused mindset with strong follow?up habits

Experience in not-for-profit, education, health, community services, property or asset-related environments will be highly regarded but is not essential.

• Location: Inner?north Melbourne (street parking and public transport nearby)
• Work style: Preference for strong office presence (hybrid flexibility available)
• Salary: Circa $80,000–$85,000 + super , possibly negotiable depending on experience
• Checks: National Police Check and Working With Children Check required (must be willing and able to complete)

• Newly created position with scope to make an impact
• Opportunity to bring structure to a growing organisation
• Close exposure to senior decision?makers
• Varied role combining administration, facilities and project support
• Purpose-driven organisation with a supportive, values-led culture