Job Title
Administration Assistant - Facilities
Job Description Summary
The Facilities Administration Assistant is responsible for providing administrative, financial and operational support to the Facilities Management team across a diverse property portfolio. The role supports the delivery of facilities management services by administering accounts payable processes, coordinating preventative maintenance programs, managing work order records, maintaining compliance documentation and ensuring the timely execution of planned maintenance activities. The position acts as a central coordination point between Facilities Managers, Finance teams, contractors and where necessary landlords and managing agents, ensuring that financial transactions, maintenance schedules and facilities records are managed accurately and efficiently. The role supports compliance with contractual obligations, statutory requirements and internal service delivery standards through effective administration and reporting processes.
Job Description
Administration Assistant - Facilities Sydney, NSW | Full-Time
Kickstart your administration or facilities career in a fast-paced role supporting operations, maintenance, finance and contractor management.
Varied role combining administration, finance and operations
Collaborative and friendly team environment
Join a global leader with strong career development opportunities
About the Role
We have an exciting opportunity for a highly organised and detail-oriented Administration Assistant to join our Integrated Facilities Management team.
Supporting a diverse property portfolio, you'll play a critical role in ensuring facilities operations run smoothly through effective administration, invoice processing, contractor coordination and maintenance scheduling. Acting as a key link between Facilities Managers, Finance teams and service providers, you'll help ensure compliance requirements are met and maintenance activities are delivered efficiently.
This role is ideal for someone who enjoys managing multiple priorities, following tasks through to resolution, using attention to detail and building strong relationships with a variety of stakeholders.
Key Responsibilities
Process high volumes of supplier invoices accurately and within required timeframes
Validate invoices against approved purchase orders and work orders
Investigate and resolve invoice discrepancies with suppliers and internal teams
Monitor invoice approval workflows and follow up outstanding approvals
Maintain accurate financial records, registers and documentation
Assist with purchase order creation and management
Coordinate preventative maintenance schedules and contractor activities
Manage work order records and maintenance documentation
Support contractor onboarding and compliance administration
Assist with client reporting, presentations and operational reporting requirements
Maintain facilities databases and compliance records
Respond to supplier, contractor and stakeholder enquiries in a timely and professional manner
About You
1-2 years’ experience in Accounts Payable, financial administration or facilities administration
Strong administrative skills with excellent attention to detail
Experience managing high volumes of transactions, invoices or data
Strong organisational and time management skills
Ability to multitask and meet deadlines in a busy environment
Excellent communication and stakeholder management skills
Proactive and solutions-focused approach
Strong Microsoft Excel, Outlook and Office 365 skills
Experience using JDE, Wisetrend or similar systems highly regarded
Facilities management, property or government contract experience desirable
About Cushman & Wakefield
Cushman & Wakefield is a global leader in commercial real estate services, with 50,000+ employees across 60 countries. In Australia, we partner with some of the world’s leading organisations to deliver innovative property solutions across office, retail, industrial and logistics assets.
Our strength lies in our collaborative approach, deep market insight and ability to integrate services to deliver exceptional outcomes. We are driven by a client-first mindset and a commitment to excellence, empowering our people to think differently and create value at every stage of the property lifecycle.
What We Offer
Excellent career pathway into Administration or Facilities Management
Exposure to a diverse property portfolio and major clients
Supportive and collaborative team environment
Opportunity to develop operational, financial and stakeholder management skills
Work with industry-leading facilities and property professionals
Global career opportunities within Cushman & Wakefield
Diversity & Inclusion
At Cushman & Wakefield, we are committed to fostering a diverse, inclusive and respectful workplace. We welcome applications from people of all backgrounds and experiences and are dedicated to creating an environment where everyone can thrive.
Please note applicants must be eligible to work in Australia. Only shortlisted candidates will be contacted.
As an equal opportunity employer, Cushman & Wakefield encourages Aboriginal and Torres Strait Islander and female candidates to apply. Cushman & Wakefield promotes safety at all times.
INCO: “Cushman & Wakefield”
