Facilities Administrator

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Introduction:
The Opportunity

The Catholic Diocese of Maitland-Newcastle is seeking an organised and detail-focused Facilities Administrator to support the delivery of maintenance services across our Diocesan properties in a full-time, office-based role.

This position is administrative and systems-focused, supporting reactive and unplanned maintenance through the efficient management of high-volume work orders, service requests, and contractor documentation. You will be responsible for the end-to-end administrative lifecycle of maintenance requests, including logging, tracking, follow-up, invoice processing, record closure, and maintaining accurate asset and maintenance records. The role also includes administration of keys and fobs.

Working closely with internal stakeholders, service providers, and consultants, you will provide responsive, customer-focused administrative support across the Property Services team.

This opportunity will suit an experienced administrator who enjoys working in a fast-paced, high-volume environment, has exposure to facilities or building maintenance processes, and takes pride in keeping systems, records, and workflows running smoothly.

If this opportunity aligns with your skills and experience, we encourage you to apply and explore becoming part of the Catholic Diocese of Maitland-Newcastle.

Benefits of Working With Us

• Directly contribute to improving the lives of many in the community.
• Paid parental leave.
• Discounted gym membership through Fitness Passport (T&C’s apply).
• Ongoing training and development opportunities.
• A great friendly environment of dedicated and passionate co-workers.
• Enjoy up to 10% off at top retailers with our mnBenefits program.
• Corporate benefits, including EAP, flu shots and more.
• Modern office facilities including onsite café.

Description:
POSITION DESCRIPTION

This position is responsible for the administrative support of Facilities Maintenance within the Diocesan Property Services team. The role will have a specific focus on the completion of reactive/unplanned maintenance tasks across all diocesan facilities and properties (all agencies) and will be required to provide internal and external stakeholders with professional, courteous and efficient customer-focused administrative services to ensure the completion of work orders.

This role will also be required to provide coverage and support across various roles and functions within the Property Services Administrative Team and will be required to support the Construction team and the Head of Property Services as required.

Skills and Experiences:
EXPERIENCE/CRITERIA

• Demonstrated experience in a Facilities Support position within a large organisation that is fast paced and has a high work volume, or similar role
• Experience in using Facilities Maintenance/Management software applications including updating and creating new records and reporting
• Demonstrated practical experience with creating, monitoring and closing of work orders and invoices
• Ability to work with subcontractors to deliver outcomes
• Experience in database creation and maintenance of working in progress reports (WIP)
• Demonstrated intermediate skills in Microsoft Office applications (MS Excel, MS Outlook and MS Word)
• Highly developed organisation skills and communication skills: written, verbal, interpersonal, negotiation.
• Demonstrated decision-making / problem-solving skills
• Demonstrated experience in report preparation
• Demonstrated experience in coordination of meetings, preparation of agendas and recording of minutes
• Experience in using electronic records management systems (Desirable)
• Familiarity with facilities or property terminology, maintenance workflows, and contractor engagement processes (Desirable)
• Exposure to preventative maintenance schedules, statutory and corrective maintenance, asset registers, or compliance reporting (Desirable)
• Experience supporting facilities or property teams within education, health, government, corporate, or commercial environments (Desirable)

QUALIFICATIONS

• Qualification in Business Services or equivalent (Desirable)

For further information regarding this position, please contact: Rebecca Regenfelder - rebecca.regenfelder@mn.catholic.org.au

Applications close: 11:59pm Tuesday 27th January 2026

Additional information

The Diocese of Maitland-Newcastle is committed to safeguarding children and vulnerable persons and preventing those in our care from suffering abuse or neglect. It is committed to implementing and maintaining compliance with the NSW Child Safe Standards and the National Catholic Safeguarding Standards and takes a zero-tolerance approach to abuse of children or vulnerable persons.

All who work in the name of the Diocese must comply with the Diocesan Safeguarding Framework Policy and act in accordance with the Diocese’s Code of Conduct which includes the Diocese’s Safeguarding Commitment Statement. Employees are required to undergo a National Police Check and retain a valid NSW Working with Children Check where necessary, in accordance with legislation.