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www.ssp.vic.gov.au

Office and Property Services

The Shared Service Provider (SSP) delivers a full range of office accommodation and property management services for Victorian Government leased and owned properties.

We strive to deliver seamless, integrated, end-to-end-property services that support fit-for-purpose, contemporary accommodation solutions for clients. We achieve this with our partner in service delivery, Jones Lang LaSalle (JLL).

We deliver the following services across the CBD, metropolitan and regional areas of Victoria.

Office accommodation strategies and planning

  • SSP delivers short, medium and long-term office accommodation planning advisory services for client departments and WoVG.

    This includes developing department and agency accommodation strategies and solutions consistent with WoVG accommodation strategies and guidelines.

    • Strategic office accommodation strategies and planning for client departments and agencies (consistent with WoVG accommodation strategy)
    • Space management services
  • To engage SSP to provide the planning advisory services, please complete the Enquiry form in the first instance and a member of SSP's accommodation team will help you with your request.

Facilities management

  • SSP offers a comprehensive office property management service for managing and maintaining Victorian government-owned and leased buildings through its 24 hour / 7 day a week service.

    This includes a central help desk (online and call centre service) for reporting building faults and property service requests.

    Clients can log and track their facilities maintenance requests online in real-time. All non-priority facilities jobs can be logged using JLL’s   Corrigo system.

    Jobs include:

    Manage service requests online 24/7 Help Desk

    Deliver the following services to clients:

    • General repairs and maintenance
    • Heating, ventilation and air conditioning (HVAC) services
    • Electrical services
    • Fire services
    • Plumbing services
    • Lift services
    • Cleaning services
    • Waste management (including secure waste)
    • Pest control
    • Energy management
    • Landscaping and indoor plant maintenance

    SSP, in partnership with Jones Lang LaSalle (JLL), also delivers the following services:

    • Asset management – scheduled maintenance
    • Evacuation and emergency services including professional advice to Emergency Planning Committee; chief and floor warden training
    • Essential service compliance management
    • Asbestos and hazardous material management
    • Environmental management
  • If you need something fixed or maintained at your office space, you can log and track your facilities maintenance requests online. Please follow your internal processes regarding logging facilities management.

    All non-urgent jobs can be logged using JLL’s   Corrigo system.

  • To ensure safety in an emergency, always call 000 for the relevant emergency service first. 

    For any emergency or critical issues, major operational or service interruptions, Victorian Government clients should always contact the SSP Helpdesk by phone on 1800 Shared (1800 742 733).

  • Training resources

    To learn how to register and log work orders, download Corrigo user guide:

      Training videos

      How to create a work order

      How to view a progress of the work order

      How to create a work order

    • Each Work Order request is given a priority allocation as follows:

      • P1 Emergency - response within 1 hour, completion 2 hours.

      Examples- health and safety issues endangering life safety e. g. leaks or pipe bursts causing large flooding, flooding due to damaged roofs, power outages in the entire building, fire. Dial 000 first if you are in danger.

      • P2 Critical -response within 2 hours, completion 48 hours.

      Examples- multiple toilets not flushing, broken fire alarm, partial power outages. 

      • P3 High - response within 8 hours, completion 2 business days

      Examples- emptying or replacing secure bin, water taps issues, pest control.

      • P4 Standard - response within 2 business days, completion within 5 business days

      Examples- cupboards repairs, fixing light fittings in the common areas, new installations (pictures, lights etc).

      • P5 Low - response within 10 business days, completion within 20 business days
      • P5 Scheduled - response within 15 business days, completion within 30 business days

      Examples - anything non -critical or urgent e.g. bins supply, appliances supply/removal.

    • For site-specific queries, please speak to your nominated JLL Site FM.

    • You can do it in Corrigo when the work order (WO) has been completed.

      • Open your WO in Corrigo
      • Select Verify and rate the completed work
      • Select your rating from the list and add your comments
    • If you are not satisfied with the standard of Facility management services or you have an issue with a work request, you can raise a formal complaint by following this process:

      • Open Corrigo
      • Create a new work order, select the property and location
      • Under the "What can we help you with" drop-down list select "Complaints"
      • Provide the details of your complaint on the form that appears and submit

      To raise a general not WO related complaint, please fill in the Complaints form.  

    • To log your work orders on your mobile, you can download the Corrigo app.

      • Go to Corrigo website
      • Register your details and you’ll receive an email to set your password
      • Download the Corrigo Incorporated mobile app from the Apple App or Google Play Store
      • Log in to Corrigo and choose the company name: JLL VIC-GOVT-AU

    Real estate management

    • SSP is responsible for managing all aspects of office accommodation real estate for owned and leased Victorian Government properties within its portfolio.

      Real estate activities are conducted in line with broader WoVG accommodation policies and priorities that SSP is responsible for developing and implementing. These activities include:

      • Property suitability assessment and selection
      • End of lease make good management
      • Critical dates management
      • Outgoings management
      • Lease management including financial reporting
      • Property management including management of rent and outgoing expenses and invoicing
      • Providing and managing occupancy agreements
    • Please complete the Enquiry form in the first instance and a member of SSP's accommodation team will help you with your request.

    Office moves and relocations

    • SSP coordinates the logistics of office moves and relocations for its client occupants. As part of this service, SSP provides client with relevant information to support their internal change and communication activities.

      Please note SSP is not responsible for ICT arrangements, but can work with client nominated providers to ensure a coordinated approach to moves and changes.

    • Please complete the Enquiry form in the first instance and a member of SSP's accommodation team will help you with your request.

    Office accommodation program and projects

    • SSP delivers office accommodation project and program management services, consistent with relevant Victorian Government policies, priorities, standards and guidelines.

      SSP can give clients relevant information about the project to support their internal change and communication activities. Please note SSP is not responsible for ICT arrangements, but can work with client nominated providers to ensure a coordinated approach to office fit out programs and projects.

      This includes:

      • Program/project coordination and delivery
      • Project cost management 
      • Project compliance with all regulatory requirements (including obtaining landlord consent where required)
      • Contract administration
      • Project briefing and delivery framework
      • Appoint and oversee architect and external project managers
      • Site due diligence
      • Oversee delivery of capital works programs
      • Project/program status reporting
      • Contract management
      • Contemporary workplace design advice
      • Risk management
      • Facilitate planning and other discussions between departments and other client organisations
      • Ensure statutory compliance
    • Please complete the Enquiry form in the first instance and a member of SSP’s accommodation team will help you with your request.

    Security management

    • SSP delivers security planning, security assessment and strategic security advisory services with a commitment to supporting secure workplaces for Victorian Government employees.

      • Office accommodation building security
      • Security planning
      • Security risk assessments
      • Security programs/projects
      • Security systems and maintenance
      • Security advisory
      • Security operations contract management
    • To obtain an access card to your building, please make an enquiry through the following channels:

      • the on-site security, or
      • human resources, or 
      • your designated facilities person within your unit or department.

      Specific application requirements and approval processes will be determined by your department and/or building location.

      We encourage you to speak with your line manager in the first instance, who should be able to assist.

    • Please complete the Enquiry form in the first instance and a member of SSP’s building security team will help you with your request.

    Reviewed 06 June 2021

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