Project and Team Administrator

• Come join one of WA's largest Aged Care organisations.
• Join a rewarding career
• Enjoy the benefits of NFP salary packaging - up to $18,550 p.a.

At Southern Cross Care WA we help people live extraordinary lives every day, connected to communities. As a provider delivering care, support and accommodation for West Australians in greatest need, our purpose is clear, and our passion is strong. 

Southern Cross Care WA is a place where you can have an extraordinary impact, make an extraordinary difference, and be appreciated for extraordinary contributions.

We hope you will join us and become one of the people who make Southern Cross Care WA an extraordinary place to be.

About the role and where you will be working:

Reporting to the Team Leader, Assets & Infrastructure, the Project Administrator is responsible for coordinating and supporting the delivery of maintenance, project and administrative activities across SCC Facilities, Villages and Housing. While the role reports to the Team Leader, it works closely with the General Manager, Assets & Infrastructure to coordinate preventative maintenance programs, support infrastructure projects, monitor expenditure, and provide day-to-day administrative assistance.

As the central point of coordination for the preventative maintenance program, you will manage maintenance schedules, raise and track work orders, coordinate contractors, monitor completion of works, and ensure stakeholders are kept informed throughout the process. You will also support infrastructure upgrade projects by assisting with project administration, expenditure monitoring, contractor engagement and documentation management.

The Assets & Infrastructure team has a strong collaborative culture. While the primary focus of this role is preventative maintenance coordination, project administration and support to the General Manager, you will also be required to develop an understanding of broader team functions and assist where needed. This may include coordinating reactive maintenance requests, scheduling contractors, responding to invoice queries, supporting compliance and audit activities, and occasionally assisting with after-hours maintenance escalations.

Your responsibilities will include but are not limited to:

• Maintain and coordinate the preventative maintenance schedule within FMI.
• Monitor preventative maintenance activities to ensure services are completed in accordance with agreed schedules and requirements.
• Develop, monitor and report on contractor KPIs and performance outcomes.
• Facilitate contractor performance meetings, prepare meeting minutes and follow up outstanding actions.
• Administer documentation associated with EOIs, tender processes, contract execution and award notifications.
• Respond to and assist with resolving invoice and payment queries.
• Respond to stakeholder requests and raise work orders for reactive maintenance activities.
• Coordinate contractors and service providers to ensure works are completed efficiently and stakeholders are kept informed of progress.
• Ensure contractor compliance with SCC processes, procedures and accreditation requirements, escalating issues as required.
• Support the General Manager, Assets & Infrastructure with the administration and coordination of infrastructure and upgrade projects.
• Raise project work orders and monitor forecast versus actual project expenditure.
• Maintain accurate records, reports and documentation relating to maintenance, projects and contractor performance.
• Collate documentation and evidence required for internal audits and compliance activities.

About you:

You are a highly organised and proactive administrator who enjoys coordinating activities, managing competing priorities and building positive relationships with a wide range of stakeholders. You take pride in delivering accurate, timely work and understand the importance of strong communication and attention to detail.

You thrive in a customer-focused environment and are comfortable coordinating maintenance requests, managing work orders, liaising with contractors, maintaining records and supporting operational projects. Most importantly, you are a collaborative team player who enjoys contributing to a positive and supportive team culture.

Experience in facilities management, maintenance coordination, property, administration, customer service, local government or a similar operational environment will be highly regarded.

To be successful, you will have:

• Current Driver's Licence and a current National Police Clearance.

• Previous experience in an administration, coordination, customer service or operational support role.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Well-developed written and verbal communication skills.
• Strong stakeholder engagement and customer service skills.
• Proficiency in Microsoft Office applications and confidence using computer-based systems.
• Strong attention to detail and a commitment to maintaining accurate records and documentation.
• The ability to work independently while contributing positively to a team environment.
• A proactive approach to problem solving and following up outstanding actions.
• Experience using maintenance, facilities, property management or work order systems would be advantageous.
• Experience coordinating contractors, suppliers or service providers would be highly regarded.

Working with us

At Southern Cross Care (WA), we are committed to being an employer of choice. As well as providing a positive and supportive environment, we also offer the following benefits:

• Not-for-profit salary packaging options of up to $15,900 for general living expenses and $2,650 for entertainment benefits
• Corporate Health Insurance discount
• Free employee assistance program
• A diverse range of services which allows professional development and growth
• Paid Parental Leave
• Annual leave starting at 4 weeks for full time employees
• Carers/personal leave
• Service Awards for long standing employees
• Flexible working environment 

How to apply

To express your interest, please apply with an up-to-date resume. A cover letter outlining your experience / suitability is preferred.

Kindly note, if your application progresses to an interview, we’ll be asking for:

Southern Cross Care WA is an equal opportunity employer committed to diversity and inclusion. We also acknowledge the Traditional Owners of the lands on which we work.

For more information on the services, we provide visit: scrosswa.org.au

About us

Established over 50 years ago, Southern Cross Care WA is a purpose-driven, not-for-profit organisation contributing to social, health and economic development in WA. We do this by enabling the delivery of integrated services in our community for the increasingly complex health, care and accommodation needs of our aging population and those living with mental illness.

Our dedicated and passionate team of around 1000 employees and 130 volunteers, deliver care and services to over 3000 West Australians across our residential, retirement village, mental health, community housing and home care portfolio.

Our promise to our clients, residents and each other is to enable extraordinary because we;

Listen, Act, Do not give up, Work as one.

Southern Cross Housing Ltd. are part of the Southern Cross Care WA Inc. Group.