This permanent position supports day-to-day operations of facilities services and activities within an office. The role, which is office-based, consists of a variety of activities in support of daily operations and includes reception, mailroom, and general facility operations.
Reception Services
- Answer and appropriately direct incoming calls.
- Greet visitors; determine nature of business and direct to appropriate individual.
- Ensure completion of any visitor management tasks including review of Office Safety Induction Presentation.
- Maintain guest and visitor sign in/out; oversee the distribution and return of employee and visitor access badges.
- Assist in building or suite access control and the maintenance of a safe, healthy, and secure office.
- Maintain local contact lists, if appropriate.
- Maintain neat and organized front office area.
- Manage conference room use, reconcile conflicts, and post schedules (if appropriate).
- May assist with meeting setup, including procuring food and equipment.
- May perform other duties in support of the facility team or general office, as needed.
- Prepare and process incoming and outgoing mail (includes determining and affixing postage).
- Maintain records on outgoing registered mail and packages and reconcile charging errors as needed.
- Handle special requests for mail, package, shipping-freight services.
- Ensure compliance with all legislation related to the handling and shipping of materials.
- May assist with mass mailings (generating distribution lists, labels, etc.).
General Facility Support
- Purchase and stock office supplies.
- Follow appropriate standard supply and related cost charging guidelines.
- Respond to internal requests for facilities service or repairs and contact property management or external providers as appropriate.
- Assist with tasks related to facility management and appearance.
- Assist with facility Health, Safety, Security, and Environmental tasks.
- Support Plan Beyond goals and tasks related to Office Sustainability.
- Create or order Jacobs identification badges, and provide building or suite access card management.
- Direct staff to corporate guidance on offsite storage, and coordinate box storage and retrieval.
- Upkeep of floor plans and other office information.
- May track office utilization or update other Facility related data as needed or requested.
- Demonstrated experience in a similar role.
- Strong MS Office / Systems skills
- Commercial and value adding mind-set/approach
- Organised, methodical and process orientated
- Flexible and embraces and facilitates change
- Effective communication, (both written and verbal) and strong interpersonal skills
For the 6
This is reflected in our eight global Jacobs employee networks centred on driving inclusion and diversity – ACE, Careers, Enlace, Harambee, OneWorld, Prism, Vetnet, and our Women’s Network – find out more about our No matter what drives you, you'll discover a way to cultivate, nurture and achieve your goals – all at a single global company.
Please contact the team if you require support or reasonable adjustments regarding our recruitment process (for example, you need the application form in a different format).
Don't meet every single requirement? Studies have shown that women and people from marginalised or underrepresented backgrounds are less likely to apply for jobs unless they meet every qualification. At Jacobs, we're dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your experience doesn't align with every requirement in the job description, we encourage you to apply anyway. You may be the right candidate for this or other roles.
