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CBIS Coordinator – Facilities - Technical Services - CSOF4

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CONTRACT ROLE:             4 months (Start Date:  24.03.2020 to 08.05.2020

SALARY RANGE:               $83,687.00 to $94,79.00 per (pro-rata) + up to 15.4% superannuation  

LOCATION:                         Kensington

REPORTING TO:                WA State Manager

CLIENT FOCUS:                  Internal - 60%

CLIENT FOCUS:                  External - 40%

DIRECT REPORTS:             0

About This Position

The role of our Client’s Business and Infrastructure Services (CBIS) Coordinator will involve the day-to-day coordination of multiple services contracts across our Client’s Business’s WA sites including highly specialised research facilities that include laboratories, computing facilities and process areas. Services include ‘hard’ building and engineering repairs and maintenance related services and ‘soft’ facilities management services of cleaning, waste management, security and grounds maintenance.

This role, under the direction of the WA State Manager, will require the successful candidate to supervise the provision of services not only to staff and affiliates, but also to numerous government and non-government stakeholders located on our Client’s sites.

Specifically, the CBIS Coordinator will be responsible for the on-site supervision of contractors ensuring that the service delivery is in accordance with the contract conditions and specifications and matches the service level agreements.

Under the direction of, and in close collaboration with the WA State Manager, the successful candidate will be required to provide technical support in the delivery of minor works projects. Together with the WA State Manager and the relevant Science Business Units, the CBIS Coordinator will review requirements, scope and cost proposals and draft business cases for the consideration of upper management.

The CBIS Coordinator will be responsible to the coordination and delivery of environmental initiatives in line with our Client’s strategic goals and objectives. This will include the identification, implementation, validation and monitoring of energy, water and waste-reduction initiatives in the facilities. The role requirement will also include assisting in more complex building repair work.

The role may involve out-of-hours and call-out responsibilities and require the physical ability to be able to access all sites in the region.

Duties and Key Result Areas: 

  • Liaise with clients to anticipate their needs, ensure the relevance of the activity and achievement of team objectives, take personal responsibility for guaranteeing client satisfaction, and correct problems promptly and in a constructive manner. 
  • Coordinate the services to receive, process, assess, manage and monitor all job requests, utilising the CBIS works order management and invoicing system, through to completion in accordance with all relevant emergency procedures and the relevant reactive maintenance Service Level Agreements.
  • Provide timely, responsive customer service throughout all communications and works co-ordination with relevant contractors, supervisors, managers and customers at all stages of the job request process.
  • Supervise on site contractor delivery through monitoring of contractor performance in line with contract KPI’s. Provide feedback to management and the CBIS Manager Contracts, Compliance by way of timely information provision and reporting.

Monitor compliance with:

  • Legislative, OGTR and other governing authorities requirements;
  • our Client’s procedures including Finance, Procurement, Health Safety & Environment (HSE) including contractor security clearances, inductions and similar activities that may have an impact on site and personnel operations, safety and the environment;
  • Actively participate in the Facilities Condition Audit Program and annual reviews of site or region facilities and services, including assistance with the updating of the MPlan data;
  • Provide and apply technical advice and operational expertise in regard to: equipment functionality and possible design alternatives; asset condition status and expected service delivery life; seasonal demands; preventative asset maintenance programs and replacement priority work schedules based on priorities and service needs.
  • Identify and advise of emerging risks (including regulatory and compliance issues) and threats in delivering asset management escalating issues in a timely manner and as needed to ensure risks are effectively managed.
  • Perform regular enquires on the site BMS and security systems, including the overseeing of the provision of security and access control cards for staff and tenants.
  • Supervise, respond and report on site ‘soft’ services including cleaning, security, grounds maintenance and waste management. Service the operational needs of tenants as per tenancy agreements;
  • May be required to participate in after-hours “on call” roster and emergency response requirements for the sites in the respective area;
  • Communicate openly, effectively and respectfully with all staff, clients and suppliers in the interests of good business practice, collaboration and enhancement of our Client’s reputation.
  • Work collaboratively as part of a multi-disciplinary, often regionally dispersed facility operations team, and business unit to carry out tasks in support of our Client’s scientific objectives.
  • Adhere to the spirit and practice of our Client’s Code of Conduct, Health, Safety and Environment plans and policies, Diversity initiatives and Zero Harm goals.
  • Other duties as directed.

Required Competencies:

  • Teamwork and Collaboration: Cooperates with others to achieve organisational objectives and may share team resources in order to do this. Collaborates with other teams as well as industry colleagues.
  • Influence and Communication:  Uses knowledge of other party's priorities and adapts presentations or discussions to appeal to the interests and level of the audience. Anticipates and prepares for others reactions.
  • Resource Management/Leadership:  Allocates activities, directs tasks and manages resources to meet objectives. Provides coaching and on the job training, recognises and supports staff achievements and fosters open communication in the team.
  • Judgement and Problem Solving:  Investigates underlying issues of complex and ill-defined problems and develops appropriate response by adapting/creating and testing alternative solutions.
  • Independence: Recognise and makes immediate changes to improve performance (faster, better, lower cost, more efficiently, better quality, improved client satisfaction).
  • Adaptability: Copes with ambiguity or situations that lack clarity. Adapts readily to changing circumstances and new responsibilities (which may include activities outside own preferences) in the interests of achieving team objectives. Recognises the need for and undertakes personal development as a result of changes.

Selection Criteria

Essential - Under our Client’s policy only those who meet all essential criteria can be appointed.

  • Building related trade certificate or relevant work experience in the delivery of facility management services including “hard services” such as repairs, maintenance and minor works; and “soft services” including security, cleaning, waste management, grounds maintenance and accommodation relocations for a diverse range of complex and highly serviced research and support facilities
  • Experience and ability in the development and coordination of timely procurement and delivery of reliable, cost effective FM services.
  • Awareness of procurement processes, including arranging internal or external service providers, approvals, preparation and coordination of technical specifications for tender documents, tender and formal quotation procedures.
  • Demonstrated ability to work under general direction, accept responsibility and be accountable for on-site service provision, including capability to co-ordinate trade and other services contractors to ensure delivery of hard and soft services in accordance with relevant time, cost, quality, statutory and user satisfaction requirements;
  • Demonstrated knowledge/experience and appreciation of relevant procedures/protocols, compliance and statutory requirements associated with Federal, State and Local Government building and services codes and regulations and Occupational Health and Safety requirements that may be applicable to personnel operations and safety and security at our Client’s research facilities.
  • Sound ability to work closely with a diverse operational team of property professionals across several sites and proven experience in providing support to a complex property portfolio comprising of several sites and a diverse cross section of business requirements.
  • Proven interpersonal skills including sound negotiation and written and oral communication skills and an ability to cultivate productive working relationships with internal and external stakeholders, landlords, tenants and service providers.

Desirable Criteria:

  1. General staff management training and or qualification;
  2. Experience and ability to use relevant software products including Microsoft Outlook, Excel, Word, Visio, AutoCAD and SAP

Confidential Enquiries

In the first instance, please send your C.V. in the STRICTEST OF CONFIDENCE in a word.doc format to Julie Della, Managing Director via email.  PLEASE NOTE:  All applicants will be acknowledged.

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