Facilities Coordinator

Role overview

The Facilities Coordinator will support the Hamilton Branch Manager in coordinating local accounts and keeping day-to-day operations running smoothly. The position focuses on delivery of the Waikato District Council contract, working closely with facility managers and officers to make sure contract requirements are met.

In addition to the main council contract, this role also assists local service managers with reporting, administration, and meeting coordination for other local accounts, including HCC and Wintec. The ideal candidate will bring strong client-facing skills, sound relationship management experience, and confidence in handling operational and administrative facility tasks.

What you'll do

• Oversee everyday facility operations and help ensure services are delivered consistently.
• Act quickly on building maintenance and repair requests as directed by the client.
• Prepare and submit required site records, reports, and compliance documents accurately and within deadlines, including BWOF information, Arria and health and safety records, SWMS, SSSPs, SMP, HSMP, meeting notes, action items, performance reports, and any other contract-related documentation.
• Produce monthly and quarterly financial reporting, along with contract, expenditure, and other reporting outputs required under the agreements.
• Contribute information for capital budgeting, including support for a five-year maintenance plan, facility improvements, and cost-saving initiatives.
• Gather, review, and present statistical and operational data to support current facility management objectives.
• Maintain a strong working knowledge of management contracts, vendor agreements, and other facility-related contractual obligations.
• With support from procurement and Rapid Global, monitor tenant and vendor insurance compliance and coordinate claims when needed.
• Carry out regular inspections of the facility, systems, rooms, and common areas, then escalate observations and issues to the Branch Manager.

Requirements

• 3 to 5 years of relevant experience is preferred, ideally in commercial or industrial real estate with direct facility management exposure.
• Background in maintenance, construction, engineering, or broader property operations and building management is an advantage.
• Hands-on experience in facilities management and client relationship management is required.
• Ability to interpret management agreements and contractual terms with confidence.
• Working knowledge of building management systems, including maintenance and monitoring.
• Strong computer literacy, especially across Microsoft Word, Excel, and PowerPoint.
• Well-developed financial discipline, including tracking, budgeting, and forecasting.
• Familiarity with financial systems is needed.

Work environment

The position is based in a professional office setting and regularly involves the use of standard office tools such as computers and telephones. Travel to client sites will be part of the role.

Additional information

This opportunity requires a professional who is confident in client relations, comfortable managing multiple local contracts, and able to balance operational delivery with administration, compliance, and reporting responsibilities.