Emergencies P&F Assist Help Desk  

How to report a maintenance problem, make a maintenance request
or request a new work

Log your service request through your ARCHIBUS Nominated user: ARCHIBUS Service FM
OR contact PF Assist - Phone: 336 52222
Email:   pfassist@pf.uq.edu.au
Fax: 336 51900
Location:    PF Assist Reception, Prentice Building (42)


Maintenance Work the repair, replacement and upkeep of existing University assets
New Work upgrades, modifications or additions to existing assets, the maintenance of Departmental equipment, or the replacement of existing assets due to cosmetic purposes.

  • If you require an estimate for your New Work Request you will need to select the quote option in Archibus.
Unsure which category your job request falls into? Contact PF Assist

Who is responsible for maintenance & new work on campus?
Can I engage a contractor for work in my School/Faculty?

P&F are sole provider of maintenance services for University facilities and have the responsibility to act as the "building owner" for all UQ property. P&F are solely responsible for engaging contractors to undertake maintenance work relating to UQ building fabric, structure and services. P&F is responsible for the asset management and compliance with statutory and regulatory building requirements, and compliance with Safety Management Systems and the State Purchasing Policy.

The Schools/Faculties are the "Building Occupants" and should not act as principle contractor or engage contractors directly. The building occupants should identify the need for work and arrange for it to take place through P&F by contacting PF Assist - contact details above.

What is the process and what do I pay for?

  1. Building occupant identifies the need for work relating to building structure or services and reports the need (logs a job) to PF Assist.
  2. For Maintenance Work:
  • If the work is 'Maintenance Work' it will be funded by P&F.
  • A Work Order is then raised and allocated to relevant Maintenance Trade
  • The occupant receives an email notification that Work Order has been raised.
  • When the work is completed, the work order is closed and the occupant receives an emailed notification.
  1. For 'New Work':
  • The work is funded by the occupant.
  • The occupant logs a job in Archibus an to authorise expenditure.
  • A Work Order is raised and allocated to the relevant Maintenance Trade, and the occupant receives an email notification.
  • The scope of work is agreed and quotes obtained in line with State Purchasing Policy.
  • The occupant has 30 days to accept or reject the quotation. When the occupant accepts the quote, work is commenced.
  • When the work is completed, the work order is closed and the occupant receives an email notification.
  • The occupant will be contacted to establish that work has been undertaken successfully.
  • P&F pay the Contractor invoice directly from the Occupant /Client's authorised account details
  • P&F provide the administration of any such work at no cost - only the actual labour is charged for. 

What are the typical maintenance & new works requests that are logged?


  • lift breakdowns
  • power outage
  • auto claves not reaching temperature
  • fume cupboard not circulating air
  • bad smell - gas, damp

New Works:

  • Mounting pin boards and whiteboards (including the purchase of the boards)
  • Power point installations
  • Degassing refrigerators and freezers
  • New carpet/blind installations for cosmetic purposes
  • Erecting banners for events
  • Installation of new air conditioning units

What type of maintenance trades staff are available?

  • carpentry repairs (eg. woodwork, doors, cupboards, shelving, windows, plasterboard, broken glass venetian blinds and curtains)
  • supply and fitting of noticeboards, whiteboards, pinboards
  • replacement of floor coverings (eg. carpet, vinyl , floor tiles )
  • painting, staining
  • building hydraulic systems (water services, waste, sewerage, and hot water systems, and drinking fountains)
  • roof and gutter, stormwater and external drainage systems
  • gas systems and appliances
  • installation, maintenance and testing of backflow prevention devices
  • sheet metal work (fabrication of ducting systems for fume cupboards)
  • HVAC (heating, ventilation, air conditioning) systems, refrigeration and freezers;
  • mechanical equipment (environmental growth rooms, constant temperature rooms, and chlorinators)
  • operation of Johnson Control System (electronic control of mechanical plant, alarms, air condition, lecture theatre doors/lights)
  • manufacture and prefabrication work (fences, grates, gates, stands, tanks, brackets)
  • maintenance and repair of mechanical equipment (fume cupboards, pressure vessels, autoclaves, steam generators, boilers, central vacuum systems, glasshouse cooling systems, pumps, water fountains, and valves filters) and repair of office furniture
  • general maintenance repairs requiring welding, fitting , boiler making, machining
  • maintenance and operation of the Gatton sewerage treatment plant and water supply systems and repairs to farm equipment and blacksmithing

What type of maintenance programs are delivered?

The Maintenance Section provides all UQ campuses and sites with building maintenance services. The services are delivered by a combination of internal trade staff and external contractors. Maintenance activities can be categorised into the following main areas.

What is Preventive Maintenance?

Preventive maintenance is a method by which Property and Facilities are able to maintain plant and equipment that requires regular / programmed maintenance to ensure

  • The plant and equipment is kept in its original condition as far as possible;
  • Correct operation of the plant and equipment;
  • Identify and repair any minor faults found before they escalate in to larger faults that can affect the operation of the plant and equipment;
  • Ensure maximum life cycle of plant and equipment;
  • Minimise capital expenditure on replacement of plant and equipment;
  • Ensure the Occupational Health and Safety requirements for the plant and equipment are meet, and
  • Ensuring staff and students that use and operate the plant and equipment have a safe environment to work in.

Preventive Maintenance Contracts

Property and Facilities currently administer 24 Preventive Maintenance Contracts with 30 separate companies being employed to carry out the preventive maintenance required by the University. New Preventive Maintenance Contracts are being developed continually to meet the demand of new plant and equipment, to meet occupational health and safety and statutory requirements as the University grows.

The list of Preventive Maintenance Contracts varies from highly specialised areas such as air conditioning and lift maintenance to lawn maintenance.

What types of contracts are in place at UQ?

Property and Facilities currently have Preventive Maintenance Contracts in place for:

  • Air Compressor & Vacuum Pump Maintenance
  • Air Conditioning Maintenance
  • Autoclave and Boiler Maintenance
  • Auto Door Maintenance
  • Building Management System Maintenance
  • Chiller & Associated Equipment Maintenance
  • Cooling Tower Water Testing
  • Cooling Tower Water Treatment
  • Emergency Light Maintenance
  • Fire Maintenance
  • Fume Cupboard Maintenance
  • Gatton House Maintenance
  • High Voltage System Maintenance
  • Hoist and Crane Maintenance
  • Lifts Maintenance
  • Meter Reading (Electrical and Water)
  • Lawn and Mowing Maintenance
  • Residual Current Device Maintenance (RCD)
  • RPZ Valves Maintenance
  • Roof Cleaning Maintenance
  • St Lucia Houses Maintenance
  • Standby Generator Maintenance
  • Street Sweeping
  • Tree Maintenance

Corrective Maintenance is the repair of plant and equipment that has failed and is not covered by the Preventive Maintenance Program / Contract. The plant and equipment will be restored to its original condition as far as practicable after the repair.

Deferred Maintenance is maintenance that is due to be carried out in the current financial year but which will not be carried out because of a shortage of funds or unavailability of parts.
Statutory Maintenance is the maintenance of plant and equipment to meet statutory requirements. As part of these requirements Property and Facilities are required to register a large verify of plant and equipment with various State Government Departments and Local Authorities. Property and Facilities statutory maintenance records are also used by other sections of Property and Facilities, schools and departments within the university to obtain certification to operate the various containment facilities used by the University.

Facilities audits are carried out by P&F on University-owned facilities each year. Audits are carried out in accordance with AAPPA "Guidelines for Strategic Asset Management – How to Undertake a Facilities Audit, Edition 2: May 2010". The audit scope encompasses assessment of compliance with statutory requirements, condition of the facility, functionality and space utilisation. Where resources are available, audits are carried out as follows:

  • Level 3 Detailed audit
  • Level 2 Walk through audit
  • Level 1 Desktop audit

Each facility undergoes a Level 2 or Level 3 audit every 5 years and a Level 1 audit each intervening year. Level 3 audits are usually undertaken by consultancies to provide a comprehensive report for maintenance and to provide a basis for rehabilitation projects.

Building maintenance deficiencies are identified and placed on appropriate works programmes (e.g. Corrective Maintenance, Deferred Maintenance, Rehabilitation, Capital Management Plan, Minor Works etc.).


Other information & Contacts:

Asset Maintenance Policy [PDF]

Air Conditioning Info

Maintenance Section Contacts


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