Development & Facilities Coordinator

The Development & Facilities Administrator provides high-quality administrative and coordination support to the Development Team, focusing on construction projects, refurbishments, facilities management, and minor works across the company’s venue network.

Reporting to the Facilities & Project Manager, the role involves coordinating work orders, contractor documentation, invoices, project administration, facilities records, and day-to-day communication with venues, Franchise Partners, suppliers, and contractors. This role ensures maintenance requests and project activities are accurately recorded, approved, progressed within required timelines, and financially reconciled.

This is a hands-on coordination role suited to someone who is highly organized, commercially aware, and comfortable managing multiple priorities in a fast-paced, multi-site environment.

Key Responsibilities:

Facilities & Work Order Management

• Receive, review, log, and coordinate facilities and maintenance requests across company venues.
• Create and issue work orders to approved contractors and suppliers.
• Ensure appropriate approvals are obtained prior to works being instructed.
• Monitor open work orders and proactively follow up with contractors to ensure timely completion.
• Maintain accurate status updates for all active work orders.
• Liaise with Venue Managers, Franchise Partners, and contractors regarding access, scheduling, and completion of work.
• Obtain completion evidence, including photographs, service reports, and supporting documentation.
• Escalate overdue, high-risk, or recurring maintenance issues to the Facilities & Project Manager.
• Assist with preventative and scheduled maintenance programs.
• Support management and administration of the contractor and supplier network.
• Identify recurring maintenance issues and opportunities to improve venue reliability and reduce costs.

Invoice & Financial Administration

• Review contractor and supplier invoices against approved work orders and quotations.
• Confirm invoiced work completion and supporting documentation.
• Identify and resolve discrepancies between quotations, purchase/work orders, and invoices.
• Code and prepare invoices for approval and processing by the Finance Team.
• Maintain accurate records of project and facilities expenditure.
• Track actual expenditure against approved budgets.
• Follow up on outstanding invoices, credits, and supplier queries.
• Assist with monthly reconciliation and reporting of facilities, maintenance, and project expenditure.
• Maintain clear audit trails between requests, approvals, work orders, completion documentation, and invoices.

Construction & Project Administration

• Establish and maintain project files and document registers.
• Maintain project trackers, action registers, and milestone schedules.
• Coordinate project meetings and prepare agendas, minutes, and action lists.
• Follow up on outstanding project actions with internal and external stakeholders.
• Administer construction quotations, tenders, and supplier submissions.
• Maintain records of approved project variations and associated costs.
• Coordinate contractor and supplier documentation.
• Assist with site access and project scheduling.
• Maintain handover and defects registers.
• Follow up on outstanding defects and close-out items.
• Collate warranties, manuals, certificates, and project completion documentation.
• Support practical completion and project close-out administration.
• Support project reporting and cost tracking.

Contractor & Supplier Administration

• Maintain accurate contractor and supplier records.
• Assist with onboarding new contractors and suppliers.
• Maintain current copies of required contractor documentation, including licenses, insurances, and compliance documentation.
• Coordinate quotations and pricing requests.
• Monitor contractor response times and completion performance.
• Maintain approved supplier and contractor registers.
• Assist with contractor performance reviews and reporting.
• Support procurement and tender processes.

Venue & Franchise Partner Support

• Act as a central administrative contact for facilities and maintenance inquiries.
• Provide timely updates to Venue Managers and Franchise Partners regarding outstanding work.
• Coordinate access and scheduling between venues and contractors.
• Ensure stakeholders understand the status and next steps for maintenance requests.
• Maintain professional and constructive relationships with Franchise Partners, Venue Managers, contractors, and suppliers.
• Escalate operationally significant issues to the Facilities & Project Manager.

Systems, Reporting & Administration

• Maintain accurate information within facilities, project management, and work order systems.
• Maintain Development Team project and facilities trackers.
• Prepare regular reporting on open work orders, ageing items, outstanding invoices, project actions, and contractor performance.
• Maintain electronic project and facilities records.
• Assist with the preparation of Development Team reports and presentations.
• Support continuous improvement of facilities administration, work order management, and project administration processes.
• Provide general administrative support to the Facilities & Project Manager and broader Development Team.