Facilities Coordinator

About the Role

Join our Internal Firm Services team in Wellington to help maintain a secure, efficient, and welcoming work environment. This hands-on position involves managing facilities, coordinating contractors, administering security, and supporting workplace operations to keep our offices professional and ready for clients.

Key Responsibilities

• Deliver daily facilities support at Wellington and regional offices as needed.
• Handle workplace functions such as mail, courier services, stationery supply, and office processes.
• Organize repairs, maintenance, and contractor activities, ensuring compliance with site access and safety protocols.
• Manage security procedures including access card issuance, record-keeping, and auditing.
• Coordinate suppliers, verify invoices, and maintain facilities-related documents.
• Administer locker assignments, parking arrangements, and workplace record maintenance.
• Collaborate with stakeholders to identify and escalate hazards, risks, accidents, and incidents effectively.
• Support event logistics including setup, supplier access, and post-event restoration.
• Keep facilities records and workplace system documentation accurate and consistent.
• Work closely with Business Services colleagues to ensure excellent client and staff experiences.

Skills and Qualifications

• Experience in facilities management, workplace support, or operations coordination, preferably in a professional services or corporate setting.
• Capability to manage contractors and multiple external vendors confidently.
• Strong communication skills suited to interact with employees across all organizational levels.
• Excellent organizational skills including task prioritization and problem-solving.
• Meticulous attention to detail in managing records, access control, and follow-up actions.
• A positive, service-driven mindset with a passion for creating an exceptional workplace atmosphere.
• Understanding of workplace health and safety standards and proper risk reporting.
• Proficiency with Microsoft Office and comparable workplace software.
• Team-oriented attitude with a commitment to shared responsibility.

Additional Information

• Preference given to candidates who may not meet every qualification but show good potential.
• Discretionary bonuses, referral incentives, and retail discounts offered.
• Opportunities for growth through global networks, leadership training, AI tools, and coaching.
• Wellbeing benefits include an annual allowance, insurance coverages, Employee Assistance Programs, and paid sick leave.
• Paid time off during annual summer shutdown plus options to purchase additional leave.
• Family-friendly policies including paid parental leave with flexible options, financial planning support, inclusive networks, and paid volunteering leave.

Other Details

This role does not offer visa sponsorship or travel requirements specified. We encourage early applications as the position may close once a suitable candidate is found. Recruitment agencies are not engaged for this vacancy. Secure AI tools may assist recruitment but decisions are made by staff.