Skillforce

AI Facilities & Maintenance Administrator · Australia

The building needs maintenance. The work orders fell behind.

Cole triages maintenance requests, collects contractor quotes and tracks service schedules—while you approve every spend and contractor dispatch.

Book the Facilities Load Audit Read the job boundaries
  • Human approval
  • You approve every contractor
  • Work orders stay in your systems
WORKER / FACILITIES-01 AVAILABLE FOR AUDIT
Facilities & maintenance administrator

Cole

Operational capacity for property leads whose contractors deliver, and whose approvers authorise every job.

ON COLE'S SHIFT
08:15

Triage overnight maintenance requests; categorize location and severity

CHECK
11:30

Draft work orders and compile quote comparisons from approved contractors

APPROVE
14:45

Track routine preventive maintenance (HVAC, fire, electrical, plumbing)

APPROVE
17:15

Log completed service reports and compile the day's open maintenance log

HANDOFF
MODE HUMAN APPROVALEXPENDITURE ESCALATE

[ RECOGNISE THE BACKLOG? ]

Repairs arrive constantly.
The coordination drags.

Cole handles the recurring administration between maintenance requests and service completion—intake triage, quote comparisons, scheduling preventive services, tracking vendor insurances, and logging completion reports. Every dollar spent and every contractor engaged stays in your hands.

01

Work order intake & triage

Capture requests from building occupants, extract location and fault details, and categorize urgent versus routine tasks.

02

Contractor quote comparisons

Request quotes from your approved contractor panel and prepare clear side-by-side pricing for approval.

03

Preventive maintenance schedule

Track recurring service obligations (HVAC, fire systems, electrical test & tag, pest control) and draft bookings on time.

04

Vendor compliance & insurance

Verify that public liability and trade licences are current before dispatching work orders.

05

Asset & service history logs

Record service reports, warranties and serial numbers against equipment registers for clean asset history.

06

Occupant & stakeholder updates

Draft status notifications for tenants and facility occupants so everyone knows when trades are attending.

[ START WITH ONE FACILITY ]

Choose one maintenance workflow.
Define what “ready” means.

Cole does not take over your operations. Start with one property or facility, one approved contractor list, and one clear sign-off process.

WORKFLOW / 01REACTIVE REPAIRS

Work order triage and dispatch preparation

Log incoming repair requests, draft the work order from your templates, and assemble contractor quotes for your approval.

START
Occupant repair request, fault description and location details
DONE
Work order drafted, quotes compared, and dispatch package ready for sign-off
HUMAN
Every contractor selection and every dollar approved
WORKFLOW / 02PREVENTIVE SERVICES

Routine maintenance scheduling and tracking

Keep essential safety and asset maintenance on schedule with automated recurring tracking and booking preparation.

START
Your asset register, statutory maintenance calendar and contractor SLA
DONE
Service bookings drafted, vendor dates confirmed and reminders issued
HUMAN
Every service booking authorisation and budget commitment
WORKFLOW / 03VENDOR COMPLIANCE & LOGS

Contractor records and asset service logs

Maintain contractor compliance on file and attach completion reports and certificates directly to your asset register.

START
Contractor insurance files, completion reports and service dockets
DONE
Asset history updated, compliance gaps flagged, and service logged
HUMAN
Every contractor sign-off and final invoice approval

Connects to email, helpdesk software, maintenance portals or spreadsheets at the access level you designate. Where direct entry is not granted, Cole works deliverable-first: work orders, quote comparison tables, and compliance checklists are delivered as clean files for your team to execute.

A managed system, not a temp hire: transparent approval boundaries and no seat turnover. Cole manages the administrative coordination between requests, quotes, schedules and logs—while every spending and contractor decision remains human.

[ A JOB DESCRIPTION, NOT A PROMPT ]

What Cole can own.
What Cole must hand back.

Draft-and-approve, always. Your facilities manager or business owner approves every expenditure and authorises every trade booking. Cole prepares the paperwork and tracks the schedule.

GREEN

Administrative work

Configured, tested and measured within one bounded workflow.

  • Triage maintenance requests and categorise reactive vs planned work orders
  • Draft work orders and scope descriptions from standard property templates
  • Request and compile quote comparisons from your approved contractor list
  • Track routine maintenance dates (HVAC, fire equipment, test & tag, pest control)
  • Check vendor insurance, licences and compliance documents on file before dispatch
  • Log completed service reports and maintenance history against property asset registers
  • Draft standard maintenance status updates for tenants, strata owners or facility occupants
  • Produce the weekly maintenance summary: work orders opened vs closed, pending quotes, upcoming services
AMBER

Human approval

Prepared by Cole; released or confirmed by your named approver.

  • Any contractor dispatch or work order release
  • Any quote acceptance or spend commitment
  • Any contractor added to or removed from the approved supplier list
  • Any outbound message to contractors, owners or tenants
  • Incomplete service sign-offs or disputed invoices
  • Changes to maintenance budgets, response SLAs or escalation thresholds
  • New asset categories or structural maintenance requests
RED

Human only

Outside the worker's authority by design.

  • Approving expenditure, awarding contracts or signing purchase commitments
  • Physical building inspections, diagnostic assessments or trade troubleshooting
  • Statutory fire safety statements, building certifier attestations or structural signoffs
  • Emergency incident command or safety-critical life-safety escalations
  • Commercial lease interpretations, tenancy disputes or legal notices
  • Chasing overdue rent or fee collection (Nora's accounting territory)
  • Moving facilities records outside the systems you have approved

[ MINIMUM ACCESS BEFORE AUTOMATION ]

Facilities records with clear boundaries.

The load audit does not ask for building security alarm codes, financial logins, or confidential tenancy contracts. It starts with your site count, regular maintenance schedule, and standard contractor panel. Live access follows a written map of minimum access and human approval.

Cole operates inside the software and document repositories you designate. Work order files, contractor quotes, and service histories stay in your systems—nothing is shared or moved without explicit authorization.

  1. 01

    Audit without credentials

    Bring site counts, routine service schedules, and sample repair requests. No security codes or banking credentials needed.

  2. 02

    Map minimum access

    Grant access only to the maintenance inbox, work order templates, and asset registers required for the job.

  3. 03

    Test synthetic cases

    Run test scenarios for a reactive plumbing request, an upcoming HVAC service, and an unverified contractor compliance alert.

  4. 04

    Name the human approver

    Your operations lead confirms every quote, signs off every invoice, and approves every work order dispatch.

[ AN OPERATING SPECIFICATION ]

Maintenance stays on schedule.
Every sign-off stays yours.

Turnaround times are configured during onboarding to match your property requirements. Start with reactive repairs or preventive scheduling, and expand when ready. Any urgent safety or structural issue is flagged immediately and escalated directly.

Work orders
Reactive and scheduled jobs logged, scoped and tracked to completion
Quote comparisons
Side-by-side contractor quotes prepared for your approval
Maintenance schedule
Upcoming compliance, statutory and routine service dates
Asset service logs
Equipment service history and compliance certificates on file
Your baseline
Facilities admin hours returned, measured against your own operations
CONTROL / 01APPROVAL

No unauthorized spend

Every work order, contractor quote, and payment docket requires named human approval before any commitment.

CONTROL / 02COMPLIANCE

Verified trade credentials

Cole checks that contractor insurance and required licences are valid on file before drafting dispatch packages.

CONTROL / 03ESCALATION

Urgent issues escalate

Leaks, power outages, and critical faults bypass standard batching and alert your on-call team immediately.

CONTROL / 04MEASUREMENT

Measured on your numbers

Track open work order turnaround, quote response rates, and hours saved against your own baseline.

Capacity is sized to your property footprint during onboarding. If you take on new properties or additional building assets, capacity is adjusted explicitly rather than silently degraded.

[ FREE FACILITIES LOAD AUDIT ]

Measure your facilities admin workload.

Bring your site list, routine maintenance calendar and current work order backlog. Map hours spent, approval boundaries, and one workflow worth delegating.

Book the Facilities Load Audit No building security codes required.

[ FROM LOAD AUDIT TO CONTROLLED WORK ]

One facility.
Proof before expansion.

STEP 1

Free load audit

Baseline your facilities admin workload across reactive repairs and planned maintenance. No security logins required.

STEP 2

Map minimum access

Define the maintenance channels, folders, and approved contractor contacts Cole needs, plus your approver's sign-off rules.

STEP 3

Test synthetic cases

Run test scenarios for repair triage, quote comparisons, and preventive service reminders to verify escalation rules.

STEP 4

Run one workflow

Deploy in approval mode. The first useful work order pack is ready as soon as templates and approver workflows are confirmed.

[ BEFORE THE AUDIT ]

Questions a careful buyer should ask.

Does Cole approve contractor spend or award jobs?

No. Every quote, spend commitment, and contractor engagement requires your named approver's sign-off. Cole prepares the side-by-side comparison and drafts the work order, and stops there.

Can Cole dispatch contractors autonomously?

No. Work orders and contractor dispatch messages stay in draft until your facility manager or property lead releases them.

Does Cole inspect buildings or perform trade diagnostics?

No. Physical inspections, fault diagnostics, and trade labour remain with licensed trades and qualified engineers. Cole handles the workflow administration between occupant requests and trade reports.

Can Cole sign statutory fire safety statements or building compliance certificates?

No. Statutory compliance certifications belong exclusively to certified practitioners and accredited certifiers. Cole tracks due dates and files the certificates on record.

How is Cole different from your residential property management worker?

Cole serves commercial and multi-site facilities: physical plant, HVAC, asset registers, trade quotes and scheduled service logs. Quinn serves residential rent rolls: residential tenant enquiries, routine inspections, and leasing workflows. Cole does not handle residential leasing, tenant vetting, or bond disputes.

How is Cole different from trades office admin, warranty claims or purchasing?

Rhea runs the trades contractor's office; Otto manages purchasing of wholesale goods; Iris manages warranty defect claims against manufacturers; Cole operates on the building owner/manager side, managing the facility upkeep and service queue.

Does the load audit require our building security or financial logins?

No. Start with your property site count, typical work order volume, preferred contractor list, and recurring maintenance register. The audit does not ask for security credentials or financial accounts.

Where do our maintenance and asset records live?

In the systems you have approved. Cole works inside your existing maintenance software, spreadsheets, or ticketing portals at the access level you configure.

What result do we measure?

Track work orders resolved, quote comparison turnaround, preventive maintenance on-schedule rate, and facilities-admin hours returned against your own operational baseline.

[ START WITH YOUR OWN BASELINE ]

Keep facilities on schedule.
Keep spend decisions yours.

Map one approval-ready facilities workflow and test whether disciplined maintenance administration keeps your buildings operating smoothly.

Book the Facilities Load Audit No generic sales demo · Direct with the founder