Operations Support Coordinator

Who we are

Programmed Facility Management is leading provider of asset management, facilities maintenance and project management services across a multitude of industries.  Working with Programmed Facility Management means you will become part of the Programmed family: a company that encourages career development, supports flexibility and cares about your personal wellbeing and safety. 

The Role

The Operations Support – Priority Coordinator role is part of the Operations Support Centre servicing the Housing WA Maintenance Works and Services contract to deliver service excellence across the day-to-day administrative functions and the coordination of priority work orders, in relation to dispatching of works orders, variations and customer interface with both internal and external stakeholders. 

• Responsibilities

  • Ensures all administrative and support processes are carried out in alignment with Programmed FM's quality systems and procedures, with a focus on timely and accurate completion.
  • Provides prompt and professional responses to all incoming service requests via phone, email, or other channels, ensuring each request is accurately logged and prioritised in accordance with service level agreements.
  • Monitors and follows up on all priority work orders to ensure completion within required timeframes—P1 priority within 8 hours, P2 priority within 24 hours, P3 priority within 48 hours—and proactively escalates any potential delays to ensure compliance with contractual obligations.
  • Maintains detailed and secure documentation of all work orders and administrative processes, always ensuring confidentiality and adherence to policy requirements.
  • Tracks progress and coordinates with relevant stakeholders to ensure timely delivery of services to the client, including providing status updates and closure confirmation upon completion.
  • Assists with generating, analysing, and distributing reports to meet specified timeframes and quality standards, contributing to performance monitoring and operational transparency.
  • Processes variation requests efficiently and accurately, ensuring alignment with Programmed FM and contractual standards, and secures necessary approvals as required.
  • Maintains a structured and accessible filing system that supports efficient retrieval and audit compliance.
  • Actively contributes to the implementation and support of sustainability initiatives across Programmed FM operations.
  • Participates in and provides feedback for continuous improvement and innovation initiatives, supporting the OCC in achieving and exceeding contract performance targets.
  • Promotes and supports cultural programs and initiatives in alignment with Programmed FM’s values and strategic goals.
  • Proactively identifies and reports hazards and assists in implementing corrective actions to mitigate or eliminate safety risks.
  • Ensures timely completion of all compliance-related activities, with appropriate documentation and evidence retained for auditing and contractual review.

Skills and experience

• Experience in administration / service centre related activities
• High level of customer service and interpersonal skills
• Experience with facilities management (highly desirable)
• Intermediate Office skills in Word, Excel, and Microsoft Outlook

This role has the potential for growth and development within the organisation. This role is ideal for someone who wants to start their career in the Facility Management industry.

You will be offered competitive remuneration and conditions and the chance to enjoy a workload that is varied, challenging and certainly never dull.

If you have the energy, attitude, experience and desire to be a part of this exciting opportunity, apply now!

Employee Benefits 

• Competitive salary, salary sacrificing options and attractive benefits
• Long term career potential
• Paid parental leave and great discounts with selected retailers
• An Employee Assistance Program, which incorporates a tailored wellbeing initiative

Our Commitment

Programmed and PERSOL are committed to fostering a safe, inclusive and respectful workplace, underpinned by a culture of zero harm. We value diversity and seek to build a workforce that reflects the communities in which we operate. We welcome applications from people of all cultures, backgrounds, genders, ages, abilities, sexual orientations and life experiences. We also recognise that great candidates come from a range of life stages and circumstances and, where operationally feasible, we welcome discussions regarding flexible working arrangements, including part-time and job-share opportunities. If flexibility would support your success in this role, we encourage you to apply.