Maintenance Coordinator / Administrator

About the role

This is a pivotal role responsible for coordinating maintenance operations, scheduling field staff, managing service requests and work orders, customer communications and providing essential administrative support to ensure the smooth day-to-day operation of the business. You will act as a key link between clients, trade staff, suppliers, customers and internal teams, ensuring service delivery is efficient, accurate, and of the highest standard.

Key responsibilities

• Coordinate and schedule maintenance personnel and subcontractors across customer sites.
• Monitor and manage incoming service requests, work orders, and client enquiries.
• Maintain accurate job records, service schedules, appointments, and status updates within company systems.
• Track ongoing jobs and ensure work is completed within agreed timeframes.
• Liaise with clients, contractors, and internal staff regarding scheduling, project requirements, and service delivery.
• Process invoices, work orders, purchase orders, and assist with account enquiries.
• Assist with procurement and ordering of materials, equipment, and office supplies.
• Provide exceptional customer service through timely communication and follow-up.
• Resolve scheduling conflicts and assist in managing operational priorities.
• Maintain accurate administrative records and documentation.

About you

• Demonstrated experience coordinating trades, subcontractors, maintenance works, or service delivery within the Facilities Management, Construction, Building Maintenance, or Property Services sector is essential.
• Strong organisational and time-management skills.
• The ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Strong problem-solving and decision-making abilities.
• A proactive attitude and the ability to work independently as well as collaboratively within a team environment.
• A strong customer service focus.
• Excellent computer skills, including Microsoft Office Suite (Word, Excel, Outlook).
• Current Driver's Licence.

Benefits

• Competitive salary based on experience.
• Full-time position 38 hours per week.
• Immediate commencement available.
• Supportive and collaborative team environment.
• Opportunity to grow within a rapidly expanding facilities management company.
• Diverse and engaging role with exposure to a wide range of maintenance and property services operations.

About us

MBS FM Pty Ltd is a privately owned and rapidly growing Facilities Management provider delivering trade, maintenance, and property services across the commercial, healthcare, residential, and government sectors. Operating from Albury, Canberra and Shoalhaven, we deliver trade, maintenance, property, and facilities management services across the sectors listed above. Our reputation is built on professionalism, responsiveness, and delivering exceptional service to our clients.