Facilities Coordinator - Brisbane

About the role

Icon Oncology Group, Australia's largest dedicated cancer care provider, is hiring a Facilities Coordinator on a permanent full-time basis in its South Brisbane/Valley office. Reporting to the National Facilities Manager, you will coordinate the national maintenance program and support the day-to-day operation, compliance and performance of facilities, equipment and assets. The role combines facilities administration, preventive maintenance coordination, contractor management, compliance support and facilities data management.

Key responsibilities

• Coordinate preventive maintenance, including scheduling, contractor engagement, service completion tracking and overdue works.
• Manage daily facilities administration: work orders, quotations, contractor communications, purchase order requests, contract records and MaintainX system updates.
• Work with Site Managers and service providers to coordinate maintenance and asset lifecycle activities while minimising disruption to clinical operations.
• Maintain accurate asset, maintenance and compliance records in MaintainX, including asset registers, maintenance schedules, service reports and supporting documentation.
• Review and validate maintenance, compliance and asset information, fixing missing, duplicate or inconsistent records.
• Monitor maintenance performance, compliance requirements and key metrics, and support audits, accreditation and regulatory compliance.
• Support asset lifecycle planning and escalate maintenance risks, technical issues and contractor performance concerns to the National Facilities Manager.
• Provide operational support to the Facilities team, including backup during leave and workload peaks.

Required profile

• Organised, proactive and detail-oriented, able to manage competing priorities and follow tasks through to completion.
• Comfortable communicating with Site Managers, contractors and internal stakeholders.
• Good written and verbal communication, analytical mindset and willingness to learn about asset management and maintenance strategies.
• Advantageous but not essential: experience in facilities management, maintenance coordination or asset management; experience with contractors, suppliers and compliance, accreditation or regulated environments; qualifications in Facilities Management, Asset Management, Business, Administration or a related discipline.

Required skills

• Confident use of systems and technology, with good reporting and data skills.
• Experience with MaintainX, SharePoint, Power BI or other facilities/asset management systems is an advantage.
• Experience with asset registers, preventive maintenance programs or maintenance records is an advantage.