Facilities Coordinator

About KordaMentha

For more than 20 years, KordaMentha has supported businesses through some of their most complex matters and opportunities. Founder owned and led; we are an advisory firm that helps corporations, financiers, lawyers, private investors and government clients to grow, protect and recover value.

Proudly independent, strategically local, and with a bias for action to get things done, we focus on doing what is right by our clients, our people, and the wider community. Our track record shows that we help navigate the best path forward in challenging times, and do so across cities, regions and territories.

About the Role

We are seeking a highly organised and service-focused Facilities Coordinator to support the day-to-day management of our national workplace environments.

Working closely with the Facilities Committee, Executive Office Leads, external service providers and project management consultants, you will play a key role in ensuring our offices remain safe, functional and welcoming for our people. The role combines facilities administration, contractor coordination, workplace support and project administration, providing critical support for office fitouts, refurbishments and workplace improvement initiatives.

While you will be involved in office relocation and fit-out projects, your focus will be on coordinating documentation, maintaining project records, liaising with stakeholders and supporting the delivery of activities overseen by external project management consultants.

This position is ideal for someone who enjoys working across a variety of facilities and workplace-related activities, has strong attention to detail, and thrives in a collaborative environment.

Please note this is a 12-month fixed-term contract.

Key Responsibilities

Facilities Operations & Administration

• Serve as the primary contact for facilities enquiries.
• Manage shared inboxes and work order/ticketing systems (Freshservice).
• Transfer existing Office Support functionalities to FreshService.
• Prepare facilities communications in consultation with Office Leads.

Office Relocation Projects

• Assist with planning and execution of office relocations.
• Maintain inventories of furniture, equipment and assets for relocation planning.
• Coordinate logistics with removalists, building management and internal teams.
• Prepare move communications, schedules and floor plans for staff.

Office FitOut & Refurbishment Projects

• Support project leads with coordinating office fitout or refurbishment activities.
• Liaise with designers, builders, engineers, and contractors as required.
• Assist with procurement of furniture, fixtures and equipment (FFE).
• Maintain project documentation, drawings, specifications and approvals.
• Support site inspections, defect reviews and quality checks.
• Coordinate post occupancy adjustments.
• Manage communications to staff on disruptions, timelines and access impacts.

Maintenance & Contractor Coordination

• Log and prioritise maintenance requests.
• Coordinate contractor attendance for scheduled and unscheduled works.
• Ensure all contractors meet safety and compliance requirements while on site.

Workplace Support & Logistics

• Support workspace layout changes, new team setups and small moves.
• Manage desk bookings, space utilisation data and occupancy planning.

Qualifications

• Relevant qualification in facilities management, property, business administration or a related discipline preferred.
• Demonstrated experience in facilities coordination, workplace administration, or a similar role.
• Experience supporting workplace projects, fit-outs, relocations or contractor management is highly regarded (not essential).
• Strong organisational skills with the ability to manage multiple priorities and competing deadlines.
• Excellent written and verbal communication skills.
• Strong stakeholder management and customer service mindset.
• Sound understanding of workplace health and safety and contractor compliance requirements.
• Intermediate to advanced Microsoft Office skills, including Word, Excel, PowerPoint and Outlook.
• Experience using facilities management, service desk or ticketing systems such as Freshservice is advantageous.

Why Join Us?

Professional Development

Expert mentorship, tailored training via KordaMentha Business School, study support, and our Accelerate program for Analysts to Associate Directors — build your brand, expand your network, and gain strategic insights from senior leaders.

Flexibility

We champion work/life integration with options that fit your lifestyle.

Career Growth

Merit-based promotions, secondments, and opportunities to work alongside senior leaders on impactful projects.

Leave That Works for You

Buy extra leave and access volunteer, generous parental leave and career break options.

Culture & Connection

Social events, cultural celebrations, and our bi-ennial black-tie ball.

Family Support

Flexible parental leave, return-to-work support through our partner GracePapers, and resources for every stage of family life.

Health & Wellbeing

Inclusive wellness initiatives and confidential and industry leading EAP for you and your family.

Our Approach

At KordaMentha, we're at our best when different perspectives come together to solve complex problems. We believe better outcomes come from people with diverse experiences, backgrounds and ways of thinking.

We bring together the right teams to help our clients tackle complex challenges and move forward with confidence. That collaborative mindset is central to how we work. We foster an environment where ideas are welcomed, curiosity is encouraged and people are empowered to contribute from day one.

It's how we create opportunities and deliver outcomes that count for our clients, our people and the communities in which we operate.

Position Details

Office Location: Melbourne

Department: Office Support