Facility Administrator Coordinator

Auckland | Facilities Management

Connecting people and places to make the world work better.

ISS Facility Services is looking for an organised, capable and customer-focused Facility Administrator Coordinator to join our Auckland team and support the delivery of facilities management services for a major client.

About the role

This is a varied coordination role supporting the operational and commercial delivery of a busy facilities management contract.

You'll work closely with the Facility Manager, Key Account Manager, technicians, contractors, suppliers and client stakeholders to make sure work requests, documentation, reporting and financial processes are completed accurately and on time.

You'll be responsible for:

• Coordinating reactive and planned maintenance work orders through CAFM/CMMS and helpdesk systems.

• Tracking work requests from receipt through to completion, ensuring records and supporting documentation are accurate.

• Providing first-line telephone and email support to clients, contractors, technicians and site teams.

• Coordinating contractor and service provider activities, including documentation, access and compliance requirements.

• Managing and maintaining site registers, records, documentation and databases.

• Preparing reports, KPI information, dashboards and other client and internal reporting.

• Supporting month-end processes, including work order close-out, purchase orders, invoices and financial administration.

• Assisting with procurement and supplier management processes.

• Monitoring service performance against agreed KPIs and SLAs and escalating issues where required.

• Supporting audits, compliance activities and requests for documentation or evidence.

• Maintaining accurate client, asset, maintenance and contractor information.

• Supporting the Facility Manager and wider ISS team with day-to-day coordination and administration.

• Assisting with contract mobilisation, transition and improvement initiatives.

• Identifying opportunities to improve processes, reporting, service delivery and efficiency.

• Handling sensitive and confidential information professionally.

• Providing a high level of customer service and representing ISS professionally at all times.

About you

We're looking for someone who is highly organised, commercially aware and comfortable managing multiple priorities in a fast-paced environment.

You'll ideally bring:

• Experience in facilities management, property, asset management, maintenance, contract administration or a similar environment.

• Strong administration and coordination skills with excellent attention to detail.

• Experience using CAFM, CMMS, helpdesk or work order management systems.

• Strong Microsoft Office skills, particularly Excel, Outlook and Word.

• Experience preparing reports, KPI information, dashboards or client presentations.

• An understanding of planned, reactive and statutory maintenance processes.

• Exposure to purchase orders, invoices, budgeting, accruals or other financial administration.

• An understanding of procurement and supplier management processes.

• Strong written and verbal communication skills.

• Excellent customer service and stakeholder management skills.

• The ability to manage competing priorities, meet deadlines and work under pressure.

• A solutions-focused approach with the confidence to identify issues and recommend improvements.

• The ability to work independently while also contributing effectively as part of a wider team.

Advanced Excel and data analysis skills are highly desirable, with experience using Power BI or other reporting tools an advantage.

Experience with document control, SharePoint, OneDrive, contract mobilisation or transition projects would also be beneficial.

Most importantly, you'll be someone who takes ownership, communicates confidently and respectfully, and takes pride in getting the detail right.

About ISS

For more than 125 years, ISS has been connecting people and places to make the world work better.

Founded in Denmark in 1901, ISS has grown into a global leader in workplace and facility management services. In New Zealand, our people work with leading organisations to deliver high-quality facilities, workplace and support services.

Our HERO values — Honesty, Entrepreneurship, Responsibility and Quality — guide how we work with our clients, our people and each other.

Why join ISS?

You'll join a global organisation with more than a century of experience, supported by specialist teams across Facilities Management, HSEQ, Asset Management, Procurement, Finance, People & Culture and Operations.

This is a great opportunity for an experienced administrator or coordinator to build their career within facilities management and take ownership of an important role supporting a major client account.

If you're organised, solutions-focused and enjoy keeping people, information and processes moving, we'd love to hear from you.

Apply now to join ISS as our Facility Administrator Coordinator.