Facilities Coordinator / Property Assistant

Role Overview

The Facilities Coordinator / Property Assistant role is a full-time position based on-site in Auckland. This position supports the daily management of Scarborough Group's commercial property portfolio by overseeing all facets of facilities operations and property-related activities.

Key Responsibilities

• Coordinate the execution of facilities operations and general maintenance across properties, including obtaining quotes, engaging contractors, and supervising completion of tasks.
• Ensure all works are formally logged through ReLeased works orders prior to proceeding.
• Accurately allocate contractor and supplier invoices to the correct properties and budget lines.
• Assist the Senior Property Manager by tracking OPEX budgets and identifying any budget variances.
• Source and compare quotes for routine maintenance and one-time works throughout the portfolio.
• Support property inspections and contribute to the upkeep of building compliance documentation.
• Provide prompt, professional responses to tenant and client inquiries, ensuring excellent customer service.
• Maintain detailed records of contracts, invoices, quotes, and contractor information in ReLeased and shared storage.
• Communicate professionally with contractors, tenants, and landlords regarding works and facilities issues.

Qualifications and Skills

• Experience and skills in facilities management, encompassing maintenance coordination, compliance, and building services.
• Proficient hands-on knowledge of ReLeased software, including raising work orders and invoice coding.
• Strong communication abilities and customer service aptitude, capable of liaising confidently with tenants, contractors, and internal teams.
• Budget management experience supporting cost tracking, operational expenditure (OPEX), and financial planning within facilities.
• Background in property, facilities, or asset management within a commercial setting is desirable.
• Excellent organisational capabilities with attention to detail and ability to prioritize multiple tasks effectively.
• Competency with common office software and relevant property/facilities management systems.
• Authorization to work in New Zealand is essential; familiarity with local property laws and health & safety standards advantageous.

Additional Information

• This role includes mentorship and practical training from an experienced Senior Asset and Property Manager.
• Opportunity to work within a respected commercial property portfolio focused on the North Island, primarily Auckland.
• Position is full-time and based in Parnell, Auckland.