Facilities Coordinator

Job Description: Facilities Coordinator
Position Purpose: To provide skills and apply knowledge to the level that is appropriate to the

training, experience and qualifications required to be eligible as an
Associate Member of the Facilities Management Association of New
Zealand (FMANZ), ensuring that all work performed safely and complies
with all relevant Health and Safety and Statutory regulations and standards.

Conduct OH&S inspections, arrange for contractor support for
maintenance, overhauls and installations of University mechanical services
and equipment, carrying out surveys, the collection and input of data, and
attending to inspections in support of planned preventative maintenance
with the Facilities Services Team.

Department: Estates Management - Facilities

Location: Palmerston North

Reports to: Campus Services Manager

Responsible for: Nil

Delegations: Band D

Job Title: Coordinator – Facilities

Key relationships: Internal External
Estates Management Team Contractors
Department / School Staff Suppliers

Landlords / Tenants…

Massey University: We are a world-leading university in many academic disciplines and fields
of research. Our point of difference is research that is connected to
community and industry. Our researchers are developing expertise and
skills to advance human knowledge and understanding. Working together
across disciplines and locations, we solve national and global problems
through fundamental, applied, and interdisciplinary research, while
culturally and artistically enriching our world.

We are deeply committed to being a Te Tiriti-led university, demonstrating
authentic leadership in contemporary Aotearoa New Zealand as we uphold
Te Tiriti o Waitangi, the founding document of our nation, and its principles
through our practice. We embrace this not just as an obligation but as a
real opportunity for the nation and its people.

Our educators are preparing a new generation of global leaders. Our
students are diverse and are attracted to Massey because they want to
achieve their personal goals or make their mark in the world. They
experience world-class learning that recognises their intellectual and
cultural strengths, expands their horizons, and prepares them to

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contribute to a rapidly transforming world with skills, critical and creative
thinking and leadership.

We will be renowned for our passion and caring attitude. All Massey
campuses will be innovation ecosystems, acting as magnets for smart
enterprises. Wherever we are, we will operate in partnerships founded on
respect, trust, and mutual benefit. Massey is not only defined by what we
do, but by how we do it.

About this area The Estates Management team is focused on maintaining and operating
the amenities, buildings, and grounds of Massey's three campuses. It also
runs the Capital Projects (building related) for these campuses. The team
is made up of about 120 members who all play vital roles in ensuring a
positive student and staff experience. This role supports teaching and
research outcomes by ensuring that the Campus facilities and services
meet the needs of the University community.

Massey core capabilities

At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, we:

Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand
society.
Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and
the people we serve.
Embracing Te Reo in relevant and practical ways in our workplace interactions and engagement
with external stakeholders, giving expression to Tikanga Māori and protocols that
demonstrates that we respect and value Māori conventions in appropriate settings.
At Massey we work together with mutual respect and caring. we:

Act with integrity and trustworthiness and give credit to others for the work they do.
Work cooperatively and inter-dependently to foster and promote the One University approach.
Share knowledge and communicate professionally with courtesy and mutual respect.
Are ethical in all transactions, working within the parameters of our policies and procedures.
Are direct, truthful and maintain confidentiality.
Seek to understand and appreciate our differences.
Keep ourselves and others safe; work together to embrace with the University's health, safety
and wellbeing policies, procedures, and programmes; display commitment by actively
supporting all safety and wellbeing initiatives: and by actively engaging in health and safety
improvement opportunities.

At Massey we are future-focused, results- oriented and strive for excellence. we:

Take ownership and responsibility for delivering results to support achievement of university
objectives.
Provide the best quality services to our customers (internal and external) ensuring our
students/ stakeholders are at the heart of everything we do.
Deliver or support world-class research, teaching and learning and citizenship.
Take personal responsibility for our performance, take pride in doing our job well, and commit
to ongoing personal and professional development.

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Are motivated and create a positive working environment where our values are reinforced.
Anticipate and respond with agility and resilience to the changing needs of the University and
the communities we serve.

Seek ways to improve our services to deliver in an efficient and effective way.
Embrace technology and apply this innovatively to better meet the needs of those we serve.
Challenge ourselves to reach our potential and help bring out the best in others.
Understand how what we do contributes to the objectives of the University.
Accountabilities

Organisation • First Line Responsibility for the health and safety, duties and work
performance of self and any apprentice, or assistant that is placed under
their supervision.

Ensures all service and maintenance records are maintained and
recorded in the Asset Management Software system (MAXIMO).
Understands and applies risk management processes and procedures
where necessary.
Assist and/or liaise with departmental staff and support University events
that are held on Campus as required
General Duties • First point of call for the Campus Services Facility Maintenance team,

interfacing with all external and internal customers relating to the
execution on Planned, Preventative and Corrective maintenance.

Manage and maintain Maximo capturing all preventative and reactive
work orders for the site
Coordinating contractors and suppliers to ensure the highest quality of
work is performed by them and ensuring that all work performed
complies with statutory regulations and standards.
Conduct and assist with use, data input and modifications to the building
maintenance system (BMS) and be able to utilize available software to
assist with fault-finding / functional adjustments to settings and
parameters etc. as required.
Carry out site inspections and liaise with subcontractors to ensure works
completed to satisfaction
To respond to maintenance emergencies on Campus. Ensuring
minimization of harm to people, damage to university facilities and
disruption to University teaching and research activities.
Undertake refresher courses and training that is necessary and specific
to the University's business continuity, as the University requires at the
University’s expense.
Financial • Review and approve, MAXIMO work and requests including final reviews
Administration when work is complete.

Ensure work requests are completed within the KPI response times so
that our customer satisfaction is high.
Data entry and maintenance of all required invoice data into MAXIMO
and other nominated databases as per Massey Financial processes.
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Operations • Respond to reported issues and coordinate efficient and effective
coordination responses.

Monitor job requests, provide campus services manager with data
spreadsheets and follow up contractors to ensure completion. Provide
feedback to clients and customers when required for overdue works.
Contribute to the maintenance of MAXIMO to maintain an asset register
of all plant and equipment, recording corrective works and cost history
for the properties and reporting on the maintenance service.
Assist with the management of subcontractors such as:
Collection of subcontractor documentation for compliance and WHS&E
Management of insurance currency
Ensure compliance with relevant laws, regulations, codes and standards.
Assist in the preparation of contract reporting requirements as required.
Assist with quality assurance requirements including undertaking audit
inspections, documentation preparation for Massey University.

Ensure full compliance with Massey University business systems,
including the Quality Management System (QMS), Occupational Health
& Wellness System (OH&W) and Environmental Management System
(EMS).
Customer Service • Foster and maintain positive working relationships with clients, client
sub-contractors, suppliers and consultants.

Establish relevant, quality driven, external networks and relationships to
achieve business outcomes.
Develop a solid understanding of the client’s business and needs,
working in collaboration with client to develop new and different ways
of working together.
Relationship • Operate in accordance with Massey University Values, enabling a
Management cohesive and positive working environment.

Establish and maintain close working relationships within the University
Services team including the stakeholders at all levels of the Estates team,
all member of trade service delivery teams, other remaining stakeholders
including contractors and faculty representatives (end users). Actively
promote teamwork within the team, contract and business.
Foster open communication channels by keeping people informed of all
changes and decisions that affect them, ensuring that all useful or
relevant information is promptly and accurately communicated and
shared.
Participate in work related team meetings and activities as required.
Qualifications and Experience

Qualifications: • Formal tertiary qualifications in building/project/ facilities
management related discipline.

Training in current OH&S, QA and ideally environmental legislations
and systems.
Worked in FM for two years OR
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Worked in FM for one year and hold an FM-related qualification at
NZQA Level 4.
Minimum of current NZ motor vehicle license for operation of a
manual vehicle - Class 1.
Experience: • Knowledge of building services and general building

maintenance.

Demonstrated experience in multi-tasking of various
duties.

Proven capability of working within an environment using
QA, OH&S and environmental systems.

Able to respond quickly to change and adopt a flexible/
innovative approach to problems and opportunities.

Proficient in desktop applications such as Word, Excel, and
Outlook.

Knowledge and experience in the use of a Computerised
Maintenance Management System knowledge (CMMS) e.g. MAXIMO
would be advantageous
Extensive experience working in a team conducting Planned,
Preventative & Predictive Maintenance activities.
Maintenance experience at an educational, hospital or University (or
similar organization) is highly desirable.
Capabilities - Behaviour

Communication • Familiarity with building terminology and trades activities.

Clear documentation skills to maintain records. Essential
The ability to work with, and if necessary, direct mechanical contractors.
• Conducts discussions in a respectful manner, that are sincere and fully
expressed.
Develops a clear, complete understanding of needs and problems through
careful listening, probing, reflecting, and summarising.
The ability to communicate clearly and concisely with staff and managers.
A positive attitude to workplace safety and a good knowledge of safe
working practice.
Self-motivated and committed to continuous improvement. Ability to build
positive relationships with customers.
Ability to work with concern for order, timeliness, quality, and accuracy.
The ability to work well with other members of a team yet work
independently.
Proactive, innovative, decisive, and adaptable.
A commitment to following the University's Policies, Procedures, and
Regulations.
Effective organisational skills.
Interpersonal • Establishes and maintains credibility and appropriate confidentiality with
Skills stakeholders.

Able to coach and influence internal and external stakeholders, building Essential
constructive working relationships.
Identifies and addresses potential issues with stakeholders.
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Contributes as a member with multiple teams that span function, issue,
location.
Establishes and maintains productive working relationships with key
stakeholders internally and externally.
Continuous • Adjusts current working processes or adopts new approaches in response
Transformation to changes in the business environment.

Communicates and analyses assumptions about a particular issue with Essential
colleagues to gain new perspectives or more effective solutions.
Explains lessons or experiences learned from mistakes and failures as well
as successes.
Seeks challenging opportunities or assignments to grow and develop one's
own knowledge, skills, and abilities.
Implements new systems, procedures and tools efficiently when changes
occur in the work environment.
Results • Takes responsibility for escalating issues that impact on planned work and
Orientation outcomes.

Able to track and complete agreed work in planned timeframes.
Essential
Documents how results were obtained to support knowledge transfer and
best practices.
Helps others drive tasks to completion as appropriate.
Maintains focus on critical work standards and expectations.
Priority Setting • Works with others to re-prioritise work and reschedule commitments as
necessary.

Essential
Clarifies and handles multiple concurrent and diverse activities.
Demonstrates an expectation that there will be ongoing shifts in demands
and priorities.
Responds to shifting priorities while maintaining progress of regularly
scheduled work.
Addresses potential conflicts that impact current delivery commitments.
Service Excellence • Responds to unexpected stakeholders’ requests with a sense of urgency
and positive action.

Essential
Able to respond to common stakeholder queries and problems or escalate
if required.
Provides a quality of service that stakeholders describe as excellent.
Provides a level of customer centric service excellence that contributes to
the department’s objectives.
Provides direct service to internal or external stakeholders.
Problem Solving • Helps to analyse risks and benefits of alternative approaches and obtain
decision on resolution.

Essential
Uses fact finding techniques and diagnostic tools to identify problems.
Uses initiative to develop alternative techniques for assessing accuracy and
relevance of information.
Identifies and documents specific problems and resolution alternatives.
Examines a specific problem and understands the perspective of each
involved stakeholder.

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Capabilities - Technical

Health and Safety • Have a good understanding of their obligations under the health and

Essential safety at work act 2015.
Have experience with both writing and approving Risk Assessments.
Be able to assess and give feedback to others safe work methods.
Ensure all works undertaken meet applicable statutory and legal
compliance obligations. Assists in the collection and preparation of
required budget information.

Computer • Prior experience with Asset Management Systems is desirable.
Literacy • Familiarity and ability to use the standard Microsoft suite (Outlook / Word

/ Excel) is essential. Essential
Prior use or understanding of BMS (Building Management System)
Controls is desirable.

Pre-employment checks

Essential • Requirement to pass a Criminal and Traffic Convictions (Security) Check
performed by the Ministry of Justice.

• Requirement to pass a Credit History and No Asset Procedure (NAP)
Credit History Check performed by Equifax

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New Zealand
Manawatu-Wanganui
Palmerston North Show on map Get directions