Asset Management Coordinator

Key Responsibilities

1. Task & Compliance Tracking (Primary Focus)

• Own and administer QEA's task management system (Monday.com), maintaining accurate task registers across all managed assets and ensuring Engineers and Asset Managers have clear, up-to-date workloads.
• Monitor task completion against contractual KPIs, regulatory deadlines, and client SLAs — proactively escalating overdue or at-risk items to the relevant Asset Manager.
• Maintain compliance tracking registers for AEMO obligations, environmental licence conditions, grid connection requirements, and O&M contractual milestones.
• Prepare and distribute regular task status summaries, action-close-out reports, and compliance dashboards for internal and client use.
• Support the coordination of scheduled and unscheduled maintenance activities, ensuring work orders are created, tracked, and closed in the system of record.
• Assist in preparing for and tracking outcomes from regulatory audits, AEMO compliance submissions, and client performance review meetings.

2. Client Reporting

• Prepare monthly and quarterly client reports, compiling performance data, incident summaries, KPI scorecards, and key observations from across the managed portfolio.
• Produce and maintain Excel-based performance reporting templates, ensuring consistency, accuracy, and professional presentation standards across all client deliverables.
• Coordinate the timely collection of operational data from Engineers, control room, and O&M contractors to meet reporting deadlines.
• Support the preparation of materials for quarterly client review meetings, including agenda packs, action registers, and presentation summaries.
• Maintain a version-controlled library of all client report deliverables in QEA's document management system.

3. Registers & Document Control

• Own and maintain key asset registers including contracts, permits, licences, insurance certificates, warranties, and O&M agreements — ensuring all documents are current, correctly filed, and expiry dates are tracked.
• Administer QEA's document management system, maintaining clear folder structures and file naming conventions across the asset management function.
• Flag upcoming permit renewals, licence expirations, and contractual milestone dates well in advance, coordinating with relevant internal stakeholders to ensure timely action.
• Assist in the preparation, review, and distribution of contractual correspondence including variation notices, performance notices, and reporting submissions.

4. Contractor & Regulator Liaison

• Act as a first point of contact for routine O&M contractor queries, coordinating responses and escalating technical matters to the relevant Engineer or Asset Manager.
• Support the preparation of reporting submissions to AEMO, the Clean Energy Regulator, and relevant state bodies, ensuring submissions are accurate and lodged on time.