Facilities Coordinator

Role overview

The Facilities Coordinator will work with the Waikeria Prison facility management team to help deliver the Project Agreement requirements, meet and surpass agreed KPIs, and support efficient service delivery across the PPP and National Contracts. The role focuses on strong cost control, client satisfaction, and effective management of subcontractors.

Reporting line

This position reports to the Facilities Manager and does not have any direct reports. Authority is exercised in line with the delegation set out in the Financial Authority Policy.

Internal and external working relationships

The role requires regular interaction with a wide range of stakeholders, both within and outside the organisation.

• Internal: AM/FM Contract Manager, Senior Facility Manager, Facility Manager, Stores Manager, Contract Analyst, Facility Co-ordinator, Team Leaders, PPP Business Unit Governance Co-ordinator, Asset Management/Planned Maintenance team, Vendor Management team, and the Property Help Desk Team.
• External: Client property team, suppliers, sub-contractors, and contractors.

Core purpose of the role

• Oversee purchase orders from initiation through completion, ensuring costs are allocated to the correct task.
• Manage client invoicing within the 90-day contract timeframe.
• Monitor, reconcile, and report costs linked to service requests.
• Maintain accurate reporting of accruals and work in progress.
• Keep financial systems updated so reporting remains reliable and accurate.
• Prepare and circulate reports whenever needed.
• Join client and contract review meetings when required.
• Work with the Property Help Desk as needed.
• Assist the Contract Manager in delivering identified opportunities.
• Spot delivery risks early and escalate them appropriately.
• Carry out additional duties assigned by the Contracts Manager.
• Look for ways to improve processes and outcomes.

Key accountabilities

• Client reporting is accurate and delivered within deadlines.
• Invoicing is completed on time to comply with the 120-day rule.
• Potential KPI issues are identified early and escalated in time to allow corrective action.
• Support the delivery of all KPIs defined in the Project Agreement.
• Help the team achieve successful Project Agreement delivery.
• Assist the facility management team with workflow identification and control.

Experience and background

Applicants should bring at least five years of experience in facilities administration or a customer service environment.

Qualifications and technical capability

At least five years of experience as an administrator is required. Experience in the trade, property, or facilities management sector is preferred. Strong computer skills are needed, especially in MS Word, advanced MS Excel, and JDE/FSI or similar systems. A solid understanding of Excel, Word, Outlook, and JDE is important, along with strong data analysis ability. Familiarity with invoicing and accounts payable processes is an advantage.

Personal attributes

• Comfortable introducing and promoting systems and improved working methods.
• Well organised and able to work independently with minimal supervision.
• Strong written English skills and the ability to produce professional documentation.
• Capable of delivering short presentations or small-group training.
• Excellent customer service focus.
• Good planning and prioritisation skills.
• Clear and effective communicator.
• Works well as part of a team.