Facilities Administrator

ASC is Australia’s submarine company. We built the Royal Australian Navy’s Collins Class submarines, sustain them, and are now delivering their Life of Type Extension to increase the boats’ service lives. We have also been selected by the Australian Government to sustain and jointly build the nation’s conventionally armed, nuclear-powered submarines – the largest and most complex industrial undertaking in Australia’s history.

About the Opportunity

The Facilities Administrator plays a key role in supporting the Facilities Maintenance Team by providing administrative and coordination services that contribute to the effective maintenance to support the maintenance of ASC’s buildings, grounds, and infrastructure. This position is responsible for administrative processes, coordinating contractor onboarding and site access requirements, maintaining records and documentation, and acting as a key liaison between internal stakeholders and external service providers to ensure the smooth delivery of facilities maintenance services.

Administrative Support

• Maintain and update facilities records, documentation, and electronic filing systems.
• Raise purchase requisitions and process supplier invoices in accordance with company procedures.
• Prepare reports, records, and supporting documentation for audits, compliance requirements, and management reviews.
• Monitor and manage the shared Facilities mailbox as the first point of contact, ensuring enquiries are responded to or delegated in a timely manner.

Work Order Management

• Raise, allocate, and track fault reports and maintenance requests.
• Monitor work order progress and follow up to ensure timely completion.
• Communicate status updates and expected completion timeframes to stakeholders.
• Maintain accurate records within the Computerised Maintenance Management System (CMMS).

Contractor Coordination

• Support Facilities Coordinators with contractor induction and onboarding processes for planned and reactive maintenance activities.
• Ensure contractors meet all site access, safety, security, and clearance requirements, including National Security Site Induction Card (NSSIC) obligations where required.
• Assist in maintaining service agreements and contract records.

Communication and Stakeholder Liaison

• Liaise with internal departments to support workplace moves, events, and space planning activities.
• Provide timely updates and administrative support to the Maintenance Manager and other key stakeholders.
• Foster positive working relationships with employees, contractors, and service providers.

Qualifications, Skills and Experience

Essential

• Proven experience in an administrative, facilities support, or related coordination role.
• Strong organisational skills with the ability to manage multiple priorities and meet deadlines.
• Demonstrated proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience using Computerised Maintenance Management Systems (CMMS) or similar work management platforms.
• Excellent written and verbal communication skills, with strong attention to detail and accuracy in record keeping and documentation.

Desirable

• Experience working within facilities management, property management, construction, or maintenance environments.
• Knowledge of contractor management processes and workplace safety requirements.
• Experience supporting compliance, audit, or procurement activities.
• Familiarity with security clearance requirements and contractor site access processes.

Eligibility

This role requires a current National Police Clearance and an Australian Defence Security Clearance. Your eligibility for this role is dependent on you obtaining and maintaining such clearance.

Benefits

• Flexibility over how, when and where you work for the best work/life balance.
• Up to 10 days additional leave every year so you can rest and recharge.
• Generous parental leave so you can give your family the focus it deserves.
• Subsidised childcare to ease the financial pressure on your family.
• Health and wellbeing initiatives so you can perform at your best at work.
• Professional development opportunities to advance your career.
• Discounts and exclusive offers from leading Australian brands to help you save.

About ASC

ASC’s 2,400-plus staff offer a depth of submarine design, project management, supply chain, construction and engineering experience and expertise that is unparalleled in Australia’s defence industry. Established in 1985, the company’s work on Australia’s conventionally armed, nuclear-powered submarine build and the Collins Class Life of Type Extension takes place in Osborne, South Australia, with sustainment shared across Osborne and Henderson, Western Australia. ASC also plays a leading role in training Royal Australian Navy submariners.

Apply today for a career with a deeper purpose.

Early applications are encouraged as shortlisting may commence immediately.