Facilities Assistant Administrator

Minor Hotels is one of Australasia’s largest accommodation providers, managing over 70 properties in the region and a global portfolio of 560 properties across more than 58 countries. Our brands, Anantara, Avani, Oaks, NH Hotels, NH Collection, nhow, and Tivoli, span six continents, including Asia Pacific, the Middle East, Africa, the Indian Ocean, Europe, and South America. Joining Minor means partnering with a diverse, expanding global organisation offering boundless opportunities to thrive and succeed.

Our people are the heart of our success, and we are committed to investing in your skills to support your career growth and advancement. You’ll feel valued as part of a tight-knit team, united in delivering exceptional guest experiences and thriving in a company dedicated to fostering an outstanding workplace culture.

Minor Hotels is seeking a motivated and detail-oriented Facilities Assistant Administrator to support the smooth day-to-day operations of our Facilities Department across multiple properties. Full time and Part time available hours available. 

This role is ideal for someone who thrives in a fast-paced environment, enjoys variety in their day, and takes pride in delivering organised, efficient, and professional administrative support. Working closely with the Facilities Manager and hotel teams, you will play a key role in ensuring maintenance coordination, contractor management, reporting, and departmental administration are handled seamlessly.

Key Responsibilities Include:

• Maintain and manage building compliance documentation, ensuring all statutory, regulatory, and operational records are accurate, up to date, and readily accessible.
• Monitor contractor compliance requirements, including licences, insurances, Safe Work Method Statements (SWMS), inductions, and accreditation records.
• Coordinate contractor onboarding and site inductions in accordance with building and workplace compliance requirements.
• Assist in maintaining compliance registers for fire safety, essential services, workplace health and safety, lift maintenance, pool operations, and other statutory obligations.
• Track and coordinate preventative maintenance schedules, service contracts, inspections, and compliance-related activities across the property.
• Support the Facilities Manager with defect management, contractor coordination, and follow-up actions to ensure timely completion of works.
• Process invoices, purchase orders, and service agreements while maintaining accurate records and supporting budget tracking.
• Maintain accurate records, spreadsheets, and reports using Microsoft Office, MyBos, and other property management systems.
• Assist in preparing compliance reports, contractor performance reports, and monthly operational updates.
• Liaise with contractors, service providers, Body Corporate representatives, residents, and hotel teams to ensure compliance obligations are met and communicated effectively.
• Coordinate access arrangements for contractors, auditors, inspectors, and service providers undertaking works within the building.
• Maintain filing systems and document control for service agreements, compliance certificates, warranties, manuals, and building records.
• Support audits and inspections by preparing documentation and coordinating required information.
• Provide general administrative support to the Facilities Department, including correspondence, meeting coordination, record management, and other duties as required.

Successful candidates will have:

• Previous experience in an administration, facilities, property, hospitality, or customer service role.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in data entry and reporting.
• Intermediate to advanced knowledge of Microsoft Office, particularly Word and Excel.
• Ability to work independently while also contributing positively within a team environment.
• Professional presentation and a proactive, solutions-focused approach.
• Experience coordinating maintenance or contractor schedules will be highly regarded.

At Minor Hotels, we value our people as the heart of our success. Joining Minor means, you’ll enjoy a rewarding package designed to support your professional growth, wellbeing, and work-life balance:

What We Offer:

• Career Growth: Learning and development programs to boost your career.
• Exclusive Hotel Deals: 50% off stays at Minor Hotels in Australasia; 20% off for friends and family.
• Global Perks: International accommodation discounts across our hotel brands.
• Retail Rewards: Cashback and discounts at 400+ top retailers in AU/NZ.
• Experiences: Discounted entertainment and activities.
• Banking and Insurance: Exclusive health insurance offers and workplace banking benefits.
• Generous Leave: Parental and birthday leave.
• Wellness Boost: EAP and tailored wellness support.

Our people drive the success of our business; We are a dynamic organisation dedicated to delivering exceptional guest experiences. We invest in your skills and foster a workplace culture that celebrates innovation, collaboration, and personal growth.

Currently, we are only accepting applications from candidates who have working rights within Australia or New Zealand.