The Role
Provide administrative and coordination support for planned and reactive maintenance via CMMS, manage asset records, subcontractor documentation, billing and reporting, client updates, compliance, and process improvements to ensure timely delivery of facilities maintenance services.
Summary Generated by Built In
Trades Services Administrator
Location: Sydney, New South Wales
Company: BGIS Technical Services (Self Perform)
Employment Type: Full-Time, Permanent
Location: Sydney, New South Wales
Company: BGIS Technical Services (Self Perform)
Employment Type: Full-Time, Permanent
The Role
BGIS is seeking a highly organised and customer-focused Trades Services Administrator to join our Self Perform team in Sydney. In this fast-paced role, you will provide essential administrative and coordination support across the delivery of planned and reactive maintenance services, working closely with the Operations Support Manager, site teams, subcontractors, and clients.
You'll play a key role in keeping maintenance works on track — coordinating job requests through our CMMS, supporting subcontractor administration, assisting with billing and reporting, and helping ensure all works are delivered in line with contract requirements, compliance standards, and client expectations.
This is a great opportunity for someone with strong administrative, scheduling, or facilities/trade services experience who enjoys variety, problem-solving, and being the go-to support person for a busy operations team.
Why You'll Love Working With BGIS
✔ Competitive salary and long-term career opportunities
✔ Structured training and development pathways
✔ Supportive leadership and collaborative team environment
✔ Recognition & rewards – spot recognition vouchers and $2,000 employee referral bonus
✔ Health, wellbeing & lifestyle benefits – Fitness Passport (access for you and your family to gyms and aquatic centres nationwide), employee discounts, and optional yearly paid flu vaccination vouchers
✔ Additional employee benefits including novated leasing options
✔ Paid parental leave & volunteer leave
✔ Safe systems of work and strong operational support
✔ Structured training and development pathways
✔ Supportive leadership and collaborative team environment
✔ Recognition & rewards – spot recognition vouchers and $2,000 employee referral bonus
✔ Health, wellbeing & lifestyle benefits – Fitness Passport (access for you and your family to gyms and aquatic centres nationwide), employee discounts, and optional yearly paid flu vaccination vouchers
✔ Additional employee benefits including novated leasing options
✔ Paid parental leave & volunteer leave
✔ Safe systems of work and strong operational support
What You'll Be Doing
- Coordinate and monitor planned and reactive maintenance job requests through the CMMS, following up to ensure timely completion
- Maintain the asset register and support scheduling of preventative maintenance activities, recording corrective works and cost history
- Provide feedback and updates to clients on overdue or in-progress works
- Support subcontractor administration, including collection of documentation, sign-in/sign-out records, HSEQ document review, and insurance currency checks
- Assist with processing subcontractor quotations and maintaining purchase orders within the CMMS
- Support preparation and raising of client billing requests via the CMMS
- Assist with the preparation of internal monthly contract reports and operational updates
- Maintain accurate records and soft-copy documentation in line with the Quality Management System (QMS)
- Support the afterhours on-call system to help ensure continuous service coverage
- Liaise with clients, subcontractors, suppliers, and internal stakeholders to support smooth day-to-day operations
- Help ensure compliance with relevant laws, regulations, codes, and BGIS business systems (QMS, OH&S, EMS)
- Contribute to process improvement initiatives that enhance operational efficiency and service delivery
Your Education, Experience & Skills
- Experience in facilities management, trade services, operations support, scheduling, or a similar administrative environment
- Exposure to a Computerised Maintenance Management System (CMMS) highly regarded
- Strong administrative, coordination, and organisational capabilities
- Excellent customer service and stakeholder management skills
- Strong written and verbal communication skills
- Ability to multitask and manage competing priorities in a fast-paced environment
- Proficient in Microsoft Office applications (Word, Excel, Outlook)
- Knowledge of building services and general building maintenance (desirable)
- Solution-focused mindset with a commitment to continuous improvement
- Full working rights in Australia (essential)
About BGIS
BGIS is a global leader in integrated facilities management, project delivery, asset management, and technical services. With a combined team of over 7,000 employees globally, we deliver innovative service solutions across diverse sectors including Defence, Government, Higher Education, Utilities, Telecommunications, Financial Services, Healthcare, and Cloud Enterprise. BGIS Self Perform specialises in delivering planned and reactive maintenance services across building, mechanical, electrical, hydraulic, and fire disciplines nationally. We invest in our people through safe systems, modern technology, and career development opportunities. Learn more: https://apac.bgis.com/
We acknowledge the Traditional Custodians of the land on which we work and pay our respects to Elders past, present, and emerging. BGIS is an equal opportunity employer and strongly encourages applications from women, Aboriginal and Torres Strait Islander peoples, LGBTQIA+ individuals, and people from culturally diverse backgrounds.
Apply Now
If you're an organised Trades Services Administrator looking for job stability, excellent benefits, and career growth with an industry leader, we'd love to hear from you. Explore more opportunities at: https://apac.bgis.com/careers/
Skills Required
- Experience in facilities management, trade services, operations support, scheduling, or similar administrative environment
- Exposure to a Computerised Maintenance Management System (CMMS)
- Strong administrative, coordination, and organisational capabilities
- Excellent customer service and stakeholder management skills
- Strong written and verbal communication skills
- Ability to multitask and manage competing priorities in a fast-paced environment
- Proficient in Microsoft Office applications (Word, Excel, Outlook)
- Knowledge of building services and general building maintenance
- Support subcontractor administration including documentation, HSEQ review, sign-in records and insurance checks
- Assist with processing subcontractor quotations and maintaining purchase orders within the CMMS
- Full working rights in Australia
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The Company
What We Do
BGIS is a global leader in integrated facility management services. With a combined team of over 10,000 globally, BGIS relentlessly focuses on delivering innovative service solutions that create value for its clients. Globally, BGIS manages over 50,000 facilities totaling more than 600 million square feet across several markets including government, higher education, utilities, telecommunications, financial services, oil & gas, healthcare and cloud enterprise. In addition to managing a diverse portfolio of corporate offices, retail, colleges, hospitals and industrial assets, BGIS is a world leader in the management of data centers and other critical environments. - BGIS is a global leader in integrated facilities management services. More than 600 million square feet of client portfolios spanning multiple markets including government, higher education, utilities, telecommunications, financial services, oil and gas, healthcare and information in the clouds. In addition to managing a diverse portfolio of office, retail, college, hospital and industrial assets, BGIS is a global leader in the management of data centers and other critical environments
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