Mechanical Engineer Virtual Assistant

Administrative Officer – Technical Services Department

We are seeking a proactive and detail-oriented Administrative Officer to support our Australian Real Estate - Technical Services Department. This role provides vital administrative support to ensure smooth operations across a range of technical, property, and facilities management functions.

Key Responsibilities:

• Process and lodge department invoices, including AFSS, plant item registration, strata, and project-related charges.
• Manage rechargeable tasks such as overtime and chargeback invoices.
• Coordinate monthly FM meetings, including agenda preparation and minute-taking.
• Handle AFSS invoicing for SHP, including management fees and council-related charges.
• Maintain department annual leave planning and register.
• Support invoice processing for key properties (e.g., 12 Mount & 97 PH).
• Oversee plant item registrations with SafeWork NSW, ensuring approximately 40 items are accurately lodged and certificates provided to Facility Managers.
• Prepare monthly department invoicing for Strata and Event Cinemas.
• Assist the Director of Technical Services with invoicing and ad hoc administrative tasks.
• Monitor the Engineering inbox and ensure timely follow-up.
• Manage the myBuildings system, providing support, training, onboarding, and coordination with PMs, FMs, Finance, and Real Trust.
• Administer the CM3 system and support vendor onboarding in coordination with FMs and PMs.
• Manage MRI vendor onboarding and handle related queries and disbursement issues.
• Provide occasional support to the Tenant Help Desk Coordinator and assist with myBuildings tasks.
• Maintain and update Site Specific Manuals (SSMs) quarterly with FMs and PMs.
• Liaise with external providers (e.g., myBuildings, CM3, AESC) as needed.
• Maintain up-to-date registers and contract lists for the team.
• Organise department uniforms for all Facility Managers.

Requirements:

• Proven experience in Australian real estate administration for facilities or technical services.
• Experience with property systems like myBuildings, CM3, and MRI.
• Excellent verbal and written English communication skills.
• Strong attention to detail and organisational skills.
• Ability to work independently and support a team environment.

Work Setup and Other Benefits:

• Work on Site – Full time
• Fixed Dayshift Schedule
• Fixed Weekends Off
• Free Morning Snacks
• Additional Paid Leave
• Great pay plus additional incentives and benefits
• Salary increase after review on work anniversary
• HMO and Government Benefits