Facilities Administrator

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Description:
Overview of role:
The Facilities Administrator is part of the Corporate Services group at Coliban Water. The Corporate Services group provides services to the business relating to people, systems, processes, and business improvement.

The Facilities Administrator Role has been designed to focus on:

• Efficient & effective Facilities Management
• Supporting the records management & mailroom function
• Administering the motor vehicle fleet
• Identifying business improvements & risk management opportunities
• Support Coliban in meeting its occupational health, safety and environmental obligations.

Coliban Water has a workforce of approximately 220 staff. Whilst the main focus of service delivery is in our Bridge Street office, we have corporate properties on land owned by Coliban throughout the Coliban Water region, for example reservoirs at Malmsbury and Lauriston.

Supporting Coliban Water’s Incident management from a logistics perspective is a key part of this role.

Key Responsibilities:
As our Facilities Administrator, you’ll be accountable for:
Ensure all Coliban Water’s corporate facilities & equipment are secure, effectively & efficiently operated and maintained by:

Administering security systems, ie access cards, keys & padlocks
Overseeing the cleaning contract
Ensure supplies & equipment are available by developing customer focused systems for services such as stationery, tea, coffee, photocopy paper, staff lunchroom, meeting rooms
Developing and overseeing implementation of preventative maintenance and repairs including what is required for Coliban owned rental properties
Monitoring rental income and tenancy agreements with managing agents for Coliban owned rental properties
Facilitate office and desk moves and source quotes for purchase of corporate assets ie furniture as required
Support staff initiatives to improve energy efficiency and improve amenities
Work with internal customers to educate them on use of corporate facilities and equipment, including running the staff induction tours
Maintaining accurate records of costs, assets & maintenance programs and assisting with the preparation of monthly financial reports
Manage all activities relating to carpool, ie keys, logbooks, fuel cards, e-tags, infringements, service, maintenance and repairs
Oversee the car parking allocation program and security of vehicles.
Collate and provide standard reporting for the business on items including:
Fleet usage for capital project costing
Mobile and fixed telephone costing

About you:
Relevant work experience in facilities, resources and budgets
A can-do approach – ability to proactively problem solve, and project manage solutions
Demonstrated ability to manage competing demands and manage customer expectations
Commitment to timely delivery of outcomes that meet customer & business needs
Ability to manage contracting and outsourced arrangements
Be an effective team player
Hold a tertiary qualification or have significant work experience managing facilities, resources and budgets
Sound working knowledge of Microsoft Office products
Understanding of Government purchasing guidelines, value for money principles would be an advantage as would experience in facilities or record management.

Sound like you? We’d love to hear from you.

Learn more in the position description

Salary:
The salary and conditions for this position will be as per the Coliban Water Enterprise Agreement 2021 Band 3 $74,200-$90,097+ superannuation salary range will be offered to the successful candidate commensurate with their skills and experience. This role is a Fixed term position.

Enquiries:
For further information please contact Lauren Armstrong on 0487 111 305 or via email at Lauren.armstrong@coliban.com.au

To apply, please submit your resume and cover letter by COB 30th April 2026.

Why join us?

At Coliban Water our people are on a mission to create a better life for our customers and communities – now and tomorrow.

We love what we do and our location in the centre of a region that takes in 49 towns from Trentham to Echuca.

Our commitment to inclusion means you’ll feel at home here no matter who you are, who you love, or what you stand for. As part of the team you receive a monthly accrued day off, time off over Christmas, the flexibility to shape your work to suit your lifestyle, and generous parental, carer and workplace study leave policies.

At Coliban Water we balance a small team rhythm with the reach and resources of one of the largest Victorian regional urban water corporations.

What are you waiting for? We’d love you to join us.

Applicants will need to successfully complete all core training requirements in the expected timeframes and may be required to undertake a Police Check, Working with Children Check, Pre-Employment Medicals or Psychometric testing where applicable. Applicants may also be required to produce evidence of their Right to Work in Australia.

We welcome applications from individuals of all abilities. We are committed to creating an accessible and inclusive workplace for everyone, including people with disabilities and diverse abilities. If you need any support during the application process or would like to discuss interview adjustments, please contact Lauren Armstrong on 0487 111 305 or via email at Lauren.armstrong@coliban.com.au.

Please indicate any adjustments (administrative, environmental, or procedural) you may need to effectively participate in the recruitment process and/or carry out the requirements of the role you are applying for.

Please note that applicants may be contacted prior to the closing date of this advertisement.