Facilities Administrator

About Us

Peninsula Hot Springs is a multi-award-winning wellbeing and spa destination located on the beautiful Mornington Peninsula.

We are passionate about creating unforgettable experiences where people can relax in nature and connect with their sense of wellbeing. With over 400 team members, we are committed to delivering exceptional guest experiences and service excellence. We foster a respectful, inclusive, and collaborative workplace where people are encouraged to be authentic, courageous, and innovative.

We are committed to supporting the growth and development of our people, providing opportunities for learning, career progression, and meaningful work.

About the Role

We are seeking a highly organised and detail-focused Facilities Administrator to join our Facilities and Water team on a permanent part-time basis, working three days per week on site at Peninsula Hot Springs.

Reporting to the Facilities Manager, you will provide important financial, administrative and operational support to the Facilities and Water Division. This is a varied role that will suit someone who enjoys working with systems, data, suppliers and people, and takes pride in keeping things organised and running smoothly.

Your responsibilities will include:

• Providing general administrative support to the Facilities and Water teams.
• Tracking maintenance and asset renewal costs and supporting financial reconciliations.
• Raising purchase orders and processing invoices for approval.
• Maintaining accurate asset, supplier, work order and cost information within the MEX maintenance management system.
• Supporting asset renewal projects by collating labour hours and information for Finance.
• Coordinating the procurement and management of maintenance spares and FF&E.
• Maintaining the site key register, including the distribution of master keys.
• Managing technical information, plans, warranties and other important asset documentation.
• Supporting fleet administration, including fuel reconciliation and vehicle registrations.
• Coordinating compliance administration, including essential service measures, trade waste, test and tagging, contractor insurances and trade licences.
• Scheduling meetings, recording minutes and tracking action items.
• Supporting communication with teams regarding operational disruptions associated with maintenance and capital works.
• Assisting with data collection and monthly reporting.
• Maintaining strong relationships with contractors, stakeholders and internal teams.
• Supporting the Facilities team with maintenance planning, scheduling and day-to-day coordination.
• Maintaining accurate work orders, maintenance records and asset information within MEX.

This is a fantastic opportunity to play an important role behind the scenes, supporting the team responsible for maintaining the facilities, assets and infrastructure that enable Peninsula Hot Springs to deliver exceptional experiences to our guests.

About You

You are an organised, reliable and proactive administrator who enjoys working in a busy operational environment. You have excellent attention to detail and are confident managing information, systems, suppliers and competing priorities.

You will bring:

• Previous experience in project, office, finance or facilities administration.
• Strong administration and organisational skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy when working with financial and operational information.
• Experience with procurement, invoicing, cost tracking or financial administration.
• Experience with maintenance, project or contract administration will be highly regarded.
• Strong computer and systems skills, with the ability to learn and maintain business systems.
• Excellent time management and filing skills.
• The ability to work independently and use initiative.
• A reliable, trustworthy and professional approach.
• The ability to build positive relationships with contractors, stakeholders and internal teams.
• A genuine connection with Peninsula Hot Springs’ vision, purpose and values.

Most importantly, you will be someone who takes ownership of their work, enjoys supporting others and understands the importance of accurate and timely administration in a busy operational environment.

On Offer to You

Peninsula Hot Springs truly believes our people are the heart of our business. We are committed to your professional development through training, learning and career progression opportunities.

At Peninsula Hot Springs, you will have the opportunity to relax, restore and rejuvenate, with access to:

• Complimentary bathing for you, your family and friends.
• Generous discounts on dining, retail and spa/wellness offerings.
• Access to wellness activities including fitness, workshops, yoga and meditation classes.
• A supportive and inclusive team environment.

How to Apply

To join the team and be part of our journey, visit:

www.peninsulahotsprings.com/our-story/careers/