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About the Role
BGIS is seeking a Programmed Works Coordinator to manage the administration and coordination of programmed maintenance works for a large social housing portfolio in New South Wales. This role involves preparing, allocating, and tracking work orders, collaborating with various stakeholders to ensure efficient operations and support field teams.
Responsibilities
- Review new work orders covering programmed work types and separate scope into individual trades.
- Create draft works programs and allocate Works Supervisors and subcontractors to work orders.
- Issue approved work to nominated contractors, trades, and Works Supervisors.
- Follow up with contractors to confirm receipt of work orders and track progress.
- Monitor timeframes and client due dates, updating systems with accurate and current information.
- Support Works Supervisors with drawings, plans, warranty information, variation requests, and approvals.
- Make regular contact with Works Supervisors to ensure work order status commentary remains up to date.
- Undertake random checks with contractors to verify status updates and escalate any discrepancies.
- Generate WIP reports to support performance reviews against client KPIs.
- Ensure all communications and job history are accurately recorded in the Evolution system.
Requirements
- Strong administration and coordination experience within a fast-paced environment.
- Excellent organisational and time management skills.
- Warm and clear written and verbal communication skills.
- Strong attention to detail and commitment to data accuracy.
- Ability to follow established processes while managing multiple tasks and priorities.
- Confidence building positive working relationships with colleagues, subcontractors, and stakeholders.
- Ability to work independently while contributing to a supportive team.
- Proficiency with Microsoft Office applications and confidence learning new systems.
- Administration or data entry qualifications (Desirable).
- Knowledge of the building, construction, or maintenance industry (Desirable).
- Experience within social housing, community housing, property, or facilities management environments (Desirable).
- Experience using job management, scheduling, or CMMS platforms (Desirable).
- Experience preparing reports and maintaining accurate records (Desirable).
- Full working rights in Australia.
- Ability to pass a Baseline Medical Assessment.
Skills
- Administration
- Coordination
- Time Management
- Written Communication
- Verbal Communication
- Attention to Detail
- Data Accuracy
- Microsoft Office
- System Learning
- Reporting
- Record Keeping
Location
- Sydney CBD, NSW
Work Type
- Full-Time
- Permanent
- Hybrid
- 3 Days Office
- 2 Days WFH after training
- Monday to Friday
- Core Business Hours
Experience Level
- Entry Level
- Mid Level
Education Level
- Administration or data entry qualifications (Desirable)
Salary/Compensations
- $70,000 – $75,000 + Superannuation
Benefits
- Spot recognition vouchers
- $2,000 employee referral bonus
- Access to Flare for discounts
- Fitness Passport
- Employee discounts
- Optional yearly paid flu vaccination vouchers
- Career progression through secondments & internal mobility
- Health perks including EAP, wellness programs & flu vaccinations
About the Company
- BGIS is a global provider of integrated facilities management, delivering innovative and sustainable solutions to clients across various industries.
- We pride ourselves on our collaborative and inclusive culture, and on maintaining high standards of safety, quality, and service.
Equal Opportunity
- BGIS is an equal opportunity employer and we warmly encourage applications from women, Aboriginal and Torres Strait Islander peoples, LGBTQ+ individuals, and people from culturally diverse backgrounds.
- Be part of a workplace that values diversity, safety, sustainability, and belonging.