Facilities & Project Coordinator

Company Description

For more than 20 years, KordaMentha has supported businesses through some of their most complex matters and opportunities. Founder owned and led; we are an advisory firm that helps corporations, financiers, lawyers, private investors and government clients to grow, protect and recover value.

That’s what we do, but it’s how we do this that makes us who we are.

Proudly independent, strategically local, and with a bias for action to get things done, we focus on doing what is right by our clients, our people, and the wider community. Our track record shows that we help navigate the best path forward in challenging times, and do so across cities, regions and territories.

In the most stressful or demanding environments, we continue to drive change where it really counts.

Job Description

Our Facilities & Project Coordinator role is a new position designed to support the planning and delivery of office fit‑outs, relocations and workplace change projects, while ensuring our day‑to‑day facilities continue to operate smoothly. The role plays a critical part in creating safe, functional and welcoming workplaces that have a direct and visible impact on employee experience.

Working as part of a collaborative and service‑focused team, you will partner closely with Executive Office Leads and a broad range of internal and external stakeholders. Your responsibilities will include coordinating office moves, fit‑outs, refurbishments and workplace projects, managing facilities enquiries through our shared inbox and FreshService ticketing system, and supporting ongoing maintenance and improvement activities.

This is an excellent opportunity to gain hands‑on experience in workplace projects and office transitions, alongside core facilities coordination. You will be exposed to end‑to‑end workplace initiatives while developing strong coordination, stakeholder engagement and organisational skills within a team committed to high standards and continuous learning.

Please note this is an 18 month fixed-term contract.

Key Responsibilities:

Facilities Operations & Administration 

• Serve as the primary contact for facilities enquiries. 
• Manage shared inboxes and work order/ticketing systems (Freshservice). 
• Transfer existing Office Support functionalities to FreshService. 
• Prepare facilities communications in consultation with Office Leads 

Office Relocation Projects 

• Assist with planning and execution of office relocations. 
• Maintain inventories of furniture, equipment and assets for relocation planning. 
• Coordinate logistics with removalists, building management and internal teams. 
• Prepare move communications, schedules and floor plans for staff. 

Office FitOut & Refurbishment Projects 

• Support project leads with coordinating office fitout or refurbishment activities. 
• Liaise with designers, builders, engineers, and contractors as required. 
• Assist with procurement of furniture, fixtures and equipment (FFE). 
• Maintain project documentation, drawings, specifications and approvals. 
• Support site inspections, defect reviews and quality checks. 
• Coordinate post occupancy adjustments.occupancy adjustments. 
• Manage communications to staff on disruptions, timelines and access impacts. 

Maintenance & Contractor Coordination 

• Log and prioritise maintenance requests. 
• Coordinate contractor attendance for scheduled and unscheduled works. 
• Ensure all contractors meet safety and compliance requirements while on site. 

Workplace Support & Logistics 

• Support workspace layout changes, new team setups and small moves. 
• Manage desk bookings, space utilisation data and occupancy planning.

Qualifications

• Relevant tertiary qualification in facilities management, property, business administration, or a related field.
• Certifications such as Facility Management Professional (FMP) or Certified Facility Manager (CFM) are highly regarded.
• Strong knowledge of health and safety regulations, building codes, and compliance requirements.
• Demonstrated experience in managing maintenance, contractors, and service providers.
• Excellent organisational and communication skills, with the ability to liaise effectively with internal teams and external stakeholders.
• Minimum 3+ experience in a similar role
• Strong problem-solving and analytical thinking.
• Excellent communication and stakeholder engagement.
• Intermediate to advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). 

Additional Information

Build your future- shape ours
We don’t just hire talent; we invest in it - with support that accelerates your success in every way

Why Join Us?

• Professional Development: Expert mentorship, tailored training via KordaMentha Business School, study support, and our Accelerate program for Analysts to Associate Directors — build your brand, expand your network, and gain strategic insights from senior leaders
• Flexibility: We champion work/life integration with options that fit your lifestyle.
• Career Growth: Merit-based promotions, secondments, and opportunities to work alongside senior leaders on impactful projects.
• Leave That Works for You: Buy extra leave and access volunteer, generous parental leave and career break options.
• Culture & Connection: Social events, cultural celebrations, and our bi-ennial black-tie ball.
• Family Support: Flexible parental leave, return-to-work support through our partner GracePapers, and resources for every stage of family life.
• Health & Wellbeing: Inclusive wellness initiatives and confidential and industry leading EAP for you and your family.

This isn’t just a job — it’s a place where your ambitions are nurtured, your wellbeing is valued, and your contributions celebrated. Ready to shape your future with us?

At KordaMentha, we believe there is strength in difference. Our entrepreneurial spirit expands the possibilities for action. We approach situations, challenges, and opportunities with optimism, curiosity, and diversity of thought. We seek novel solutions to problems and encourage unconventional and innovative approaches. 

Our team's diverse skillsets, backgrounds and experiences fuel KordaMentha's different mindset. We encourage candidates from all backgrounds to apply, recognising that talent and potential extend beyond traditional qualifications. Our selection process values diverse perspectives and considers each applicant's unique strengths and capabilities.