Position Overview
The Facilities and Fleet Coordinator, coordinates the daily operations of the fleet and facilities management team, including triaging incoming requests, prioritising maintenance tasks, and ensuring prompt task completion. Focus on optimising workflows and efficiently allocating resources across all aspects of fleet and facilities management.
Key Responsibilities
Fleet Support
• Triage incoming requests for vehicle maintenance, repairs, and inspections, prioritising based on urgency and availability
• Coordinate and schedule vehicle servicing, repairs, and inspections by allocating time slots within Maintenance Officers’ calendars and ensuring smooth logistics
• Monitor fleet usage and collaborate with internal departments to ensure efficient allocation of vehicles across teams
• Maintain and update fleet records, vehicle status, maintenance history, and ensuring timely processing compliance documents
• Ensure proper documentation for vehicle-related matters such as renewals, insurance claims, and vehicle transfers
• Vehicle Safety Checks: Ensure regular maintenance and organise safety inspections of fleet vehicles
• Audit and maintain vehicle first aid and emergency response equipment
• WHS Reporting: Record vehicle incidents, and/or assist drivers to upload report to LogiQC
Facilities Support
• Triage requests related to facilities maintenance, monitoring the facilities inbox, and prioritise based on urgency
• Coordinate with contractors to schedule facility maintenance, ensuring that work is done within agreed timelines and meets compliance requirements
• Follow up on quotes and purchase orders, ensuring that services are completed to satisfaction and invoices are processed for approval
• Monitor maintenance schedules, ensuring air conditioning, plumbing, electrical, and other essential services are addressed on time
• Manage office supply requests, ensuring facilities are stocked with necessary materials and resolving any shortages
• Emergency Equipment: Ensure vehicles carry appropriate emergency gear (first-aid kits, fire extinguishers)
• Contractor Management: Obtain and review SWMS and Permit to Work documentation prior to each contractor activity and ensure compliance to WHS Legislation (where needed, liaise with Safety Delegate and/or WHS Lead for assistance)
• Induct Contractors onto site – Monitor contractor’s adherence to SWMS and report non-compliances to WHS Lead and/or Asset, Facilities and Infrastructure Manager
Administrative Duties:
• Coordinate schedules and meetings for fleet and facilities inspections, ensuring that all stakeholders are aligned and informed
• Assist in triaging general inquiries related to fleet availability, facility maintenance, and safety concerns, routing requests to appropriate personnel
• Maintain databases and systems, ensuring accurate and timely updates for fleet and facilities management
• Track ongoing tasks and projects, providing updates to the Assets, Facilities, and Infrastructure Manager to ensure smooth operations
Minimum 2 years’ experience in in a fast-paced environment in either a Fleet, Facilities, Administration coordination/ triage role, with a strong background in prioritising tasks, managing resources, and ensuring the efficient flow of operations in a fleet or facilities management setting.
• Would suit candidate who has worked in corporate, facilities/property management or in a company with a large fleet portfolio.
• Excellent prioritisation and problem-solving skills, with a strong ability to coordinate multiple tasks simultaneously while ensuring smooth and efficient workflows. Ability to work independently and respond to urgent situations as needed
• Strong organisational and time management skills to prioritise workloads, use initiative and be flexible to changing priorities
• Well-developed communication and interpersonal skills with demonstrated ability to liaise with management, tradespersons, and contractors able to coordinate between internal teams, and external contractors to ensure efficient task completion
• Proven ability to manage complex schedules and allocate resources effectively across fleet and facilities operations
• Proven ability to work autonomously and effectively as a team member to build and maintain productive working relationships with contractors and tradespersons
Required Attributes
Fleet Coordination
• Vehicle Repairs and Maintenance – Understands preventive maintenance schedules, repair processes, and vehicle compliance
• Scheduling – Can effectively assign and schedule vehicles in for service based on availability and need
• Regulatory Compliance Awareness – Knowledge of transportation laws, emissions standards, permits and licensing requirements
• Vehicle Fine/ SPUR Administration – Liaises with Main Road/SPUR and staff to settle unpaid fines
• Assist Asset, Facilities and Infrastructure Manager with vehicle lease end of life change over processes
• Lodgement of insurance claims – Liaise with program staff and FleetPartners to repair/ replace vehicle
• Restricted Driver Authorisation (RDA) applications – Submit application and liaise with staff and monitor for renewal
• Quarterly Vehicle Audits – Conduct quarterly vehicle audits using Facilities App
• Respond to breakdowns, accidents, and coordinate with FleetPartners and staff for resolution
Facilities Coordination
• Facility Coordination – Coordinates maintenance schedules for HVAC, plumbing, electrical, and services. Schedule repairs, inspections, and preventive maintenance
• Coordinate and track facility maintenance requests and work orders
• Maintain accurate facility records – Including maintenance logs, floor plans, and safety documentation
• Serve as the first point of contact for all facility-related inquiries
• Contractor Coordination – Reviews contractors SWMS Coordinates scheduled works, and maintenance for buildings
• Health & Safety Compliance – Ensures facilities comply with WHS, fire safety, and building requirements
• Conduct regular inspections to ensure facilities meet safety and legal standards.
• Conduct Environmental Audits – Carry out quarterly
• Participate in emergency response planning and safety drills
• Support office moves, workstation setups, and workspace organisation
General Skills & Attributes
• Strong Organisational Skills – Coordinates multiple priorities, requests, and workflows efficiently
• Attention to Detail – Notices small issues before they become major problems (e.g., unusual vehicle wear, maintenance and HVAC anomalies)
• Maintain accurate up-to-date databases, logs, and filing systems for both fleet and facilities
• Process invoices, purchase requests and purchase orders
• Problem Solving & Initiative – Can troubleshoot facility issues or vehicle breakdowns quickly and creatively
• Communication & Coordination – Liaises effectively with staff, contractors, drivers, and upper management
• Time Management – Juggles reactive tasks (e.g., emergency repairs) and proactive tasks (e.g., scheduled maintenance) effectively
• Customer Service Orientation – Responsive to internal customer needs (e.g., employees requesting workspace fixes or fleet support)
Applicants are encouraged to read the full position description available on the TAIHS career page – https://taihs.net.au/careers.
This position closes 5pm Sunday September 28th
Interested? hit the ‘apply now’ tab and submit your cover letter and resume outlining how your capabilities and experience meet the requirements of the role
for more information email hr@taihs.net.au
