Facilities Coordinator

We’re BDO, a global professional services firm connected to local markets. Our people work together to provide specialist expertise, helping businesses achieve their goals.

We inspire others, to go further. We create together, to reach higher. We build trust, to lead purposefully.

Whether you're building your future or starting your career with us, you won’t do it alone. From creating solutions for our clients to building careers for our people, we shape what matters, and that’s where you come in.

The Facilities Coordinator is responsible for supporting the day-to-day facilities operations of the office. This role will ensure exceptional customer service and a safe, efficient, and well-maintained workplace environment.

Mailroom Duties

Back-up and assist the facilities assistant when required with mailroom duties

• Accurately open, sort and prepare incoming mail for scanning and distribute incoming mail into the correct digital business unit’s folders in the J Drive and advise business units.

• Prepare outgoing mail and packages for shipment, ensuring proper packaging, labeling, and compliance with postal regulations, Frank and preparing all outbound mail by 2pm.

• Register all incoming couriers and advise BDO staff.

• Liaise with external courier services providers for pick-ups and deliveries. 

• Monitor and maintain mailroom equipment, such as postage meters and scanners, and manage inventory of mailroom supplies. 

• Security: Ensure the security of mail and packages and adhere to established security procedures. 

 Procurement Duties

• Purchase goods or services that meet the quantity and quality expectations of the organisation in conjunction with the Senior Facilities Manager, source vendors for goods and services, negotiating and evaluating prices and contract terms.

• Track inventory and restock goods as required.

• Firms’ corporate stationery, printed stationery and postal consumables as well as other adhoc consumables.

• Process and submit all relevant invoices, ensuring they have been coded correctly and are approved in the required timeframe.

• Stay up to date on industry trends and new products.

Facilities Duties

• Review and attend to the facilities ticket portal for requests and issues.

• Assist the Senior Facilities Manager in managing the security card database including issuing, deleting, and editing security cards for staff as required.

• Lodging Building Tenant Portal requests as required.

• Assist the Senior Facilities Manager in the management of the offsite storage facility, ensuring all details are accurately maintained, updated in the system and managed in accordance with the relevant archiving & retention policy requirements.

• Assist the Senior Facilities Manager with management of the parking facilities.

• Assist the Senior Facilities Manager in managing facilities office wide communication.

• Manage and update all facilities, reception, and catering documents in the appropriate document management system.

• Assist the Senior Facilities Manager with management of WH&S requirements including keeping all relevant registers up to date.

• Provide other ad-hoc administrative duties as required.

This role serves as a back up Corporate Receptionist (30% of the role), providing a professional front-of-house experience while acting as the first point of contact for visitors, clients, and staff.

Reception Duties

• Act as a point of contact on the client level regarding meeting & greeting clients and BDO staff.

• Register all BDO guests (Clients, contacts & BDO staff from other BDO offices) into the Investa base building portal.

• Provide concierge duties to guide visitors and employees to relevant meeting rooms.

• Effective and professional operation of the Firm’s switchboard including transferring calls and providing messages to the appropriate Partner/staff member.

• Manage the Meeting Room Manager (Nuraspace system) to ensure that the meeting rooms are optimally used with client meetings take priority (Meetings may be relocated by Reception staff based on needs).

• Proactively manage any meetings that may over-run and impact on other meetings scheduled. 

• Ensure the reception area is always tidy & clean and that all meeting rooms are ready for the next meeting. Walk floor regularly throughout the day to ensure the floor presented professionally.

• Trouble shoot any AV issues in the meeting rooms as required. Escalate to IT if required.

Why BDO?

Working for BDO you will be part of a growing and market leading professional services firm.

Our national and global footprint provides our people with opportunities to work on interesting client engagements, across diverse industry sectors and services.

Our open and collaborative culture ensures access to Partners and professional mentors, to guide and accelerate your professional career, across a wide array of career pathways.

We provide our people with various health and wellbeing, social, financial, and professional development benefits to help realise what’s possible.

Participate in fitness challenges or take advantage of exclusive discounts to corporate health insurance, gym memberships and wellness facilities via our BWell program. Access benefits such as travel perks, retail discounts, employee referral rewards, study, and professional development support.

Our leave options cater to the unique needs of our people; and include enhanced family support, cultural and religious leave, and options to purchase additional leave. You can also give back and get involved in community initiatives via our BCaring program.

With a strong focus on learning and growth, we provide on the job training and formal development programs to help you succeed in your role and develop your skills and experience.

Our culture is underpinned by our core values (One, Bold, Human, Heart and Strive).

We are proud to be recognised as an Inclusive Employer for 2025-2026 by Diversity Council of Australia and a  2024-2025 Employer of Choice for Gender Equality by the Workplace Gender Equality Agency (WGEA).

BDO is committed to inclusive and accessible recruitment practices. If you require any reasonable adjustments to support your application or interview process, we encourage you to contact our Talent Acquisition team at recruitment@bdo.com.au