Facilities Coordinator

About Canon Business Services ANZ

With over two decades of leadership in Business Process Optimisation and IT services, Canon Business Services ANZ partners with organisations to improve, automate, and transform their workflows for sustained growth. Our collaborative approach ensures tailored solutions that overcome challenges and empower clients to focus on their core strengths, earning trust from industry leaders through reliable, scalable, and cost-effective services.

Joining our team means becoming part of a supportive culture that values career development and personal achievement within a successful group environment.

Role Overview

This 12-month fixed-term contract position is based in Auckland's CBD and encompasses diverse responsibilities designed to deliver superior experiences to clients, employees, and visitors. As a Facilities Coordinator, you will blend front-of-house hospitality, event management, and administrative tasks to ensure the flawless execution of meetings, conferences, and corporate functions. This role requires collaboration with the facilities team and various stakeholders to maintain a professional and welcoming workspace.

Key Responsibilities

• Arrange and manage meetings, conferences, corporate events, and executive functions effectively.
• Oversee room reservations, event timelines, and venue logistics to guarantee smooth operations.
• Coordinate catering services, audiovisual needs, signage preparation, and room layouts.
• Provide a professional and hospitable front-of-house presence for all guests, clients, and staff.
• Serve as the main liaison for event participants and visitor inquiries.
• Support VIP visits and manage executive meetings.
• Ensure venue presentation standards are upheld and event spaces are prepared.
• Handle processing of invoices, purchase requests, and other facilities-related administration.
• Organize contractors, address service requests, and oversee workplace maintenance efforts.
• Assist with Health & Safety compliance and workplace regulations.

Candidate Profile

The ideal candidate is highly organized, customer-oriented, and enjoys facilitating smooth operations behind the scenes. You take pride in creating excellent experiences during corporate events, visitor interactions, and daily workplace activities. Managing multiple priorities with strong attention to detail and fostering positive relationships across stakeholders are key strengths. A practical mindset, effective communication skills, and flexibility to support the team’s needs are essential.

Required Skills and Experience

• Background in hospitality, corporate event coordination, venue management, or facilities support roles.
• Exemplary customer service skills with a polished and welcoming demeanor.
• Experience organizing meetings, conferences, or corporate functions.
• Strong organizational capabilities with the ability to juggle competing tasks.
• Confidence engaging with stakeholders, contractors, caterers, and service vendors.
• Proficiency in Microsoft Office Suite and familiarity with booking or event management software.
• Competence in managing schedules, maintaining documentation, processing invoices, and upkeeping operational records.
• Willingness to adjust working hours to include occasional early mornings or late finishes related to events and operational demands.

Benefits and Work Environment

If you thrive in dynamic roles with diverse daily interactions, this position offers valuable cross-functional experience. We encourage an inclusive, diverse workplace where authenticity is embraced and flexibility in work arrangements is generally supported to foster work-life balance, enhancing motivation and productivity.

As an equal opportunity employer, Canon Business Services ANZ values applicants of all backgrounds including all ages, cultures such as Māori and Pasifika peoples, abilities, beliefs, origins, sexual orientations, and gender identities. Eligibility to work in New Zealand is required.