Job Description
Job Overview:
Highly organized and detail-oriented Facilities Associate to oversee the maintenance and procurement needs of our 2 offices located in Sydney and Melbourne, Australia. The ideal candidate will be responsible for monitoring the physical status of various office equipment and facilities, coordinating repairs and maintenance activities, and handling procurement tasks efficiently. The role requires excellent communication skills to liaise with vendors and internal teams effectively.
Summary of Responsibilities:
Reception (Sydney Office):
Visitor log management - Maintain visitor log for entering and leaving office for security purposes.
Ensures all visitors have signed in and have been escorted following Standard Operating Procedures
Oversee conference room scheduling and prepares conference rooms for meetings.
Respond to email / phone inquiries with excellent service.
Mailroom Management - Collect or receive mail and courier deliveries, receipt in register and inform relevant employee.
Provide clerical support to employees by copying, faxing, and filing documents.
Create and provide guest Wi-Fi to external event visitors.
Office building parking registration and management.
Issue or return the access card and employee ID badge.
Facilities:
Monitor physically status of the air conditioned, lights, appliance (such as refrigerator, coffee maker, microwave oven, wall clock, water dispenser) doors, fire extinguishers, fire alarm, biometrics, UPS. USB ports, photocopiers, vending machine, workstations, chairs, pedestal, Lockers, access cards and all the items that can be seen in the office.
contact with vendor as arrange the monthly visit schedule.
Inform all employees repair work and inspection schedule.
Assist in the on boarding/Exit process: locker and workstation assignment for new hire or exit process for removing nameplate and any personal belonging or clean-up.
Support Internal/external events.
Communicate work orders to technicians and assists management in resolving problems.
Supervise and maintain the clean office.
Submit daily employee counts report and occupancy reports.
Repairs & Maintenance:
Oversee office facilities for repair.
Collaborate with vendors to schedule preventive maintenance, inspections, or urgent repairs. This includes obtaining quotations, creating purchase orders upon approval, and initiating activity planning.
Maintain communication with the Building Administration and Property Management Office (PMO) regarding repair, inspection, and preventive maintenance activities.
Manage and maintain conference equipment.
Purchasing & Procurement:
Manage vendor relationships for the procurement of office supplies, vending machine stocks, cleaning materials, IT-related equipment, and any other items requested by various teams or projects for upcoming activities.
Place orders for office supplies, housekeeping consumables, and pantry supplies to ensure adequate stock levels are maintained.
Order Business card and Employee ID Badge for employees.
Manage the stock of company letterheads, envelopes, and paper bags and place orders if necessary.
Billings & Payments:
Handle billing processes related to office facilities, including utilities, maintenance services, and any other applicable charges.
Ensure timely processing of payments to vendors and service providers for facility-related expenses.
Maintain accurate records of invoices, payments, and financial transactions related to facilities management.
Coordinate with the finance department to reconcile billing statements and resolve any discrepancies.
Real Estate and Projects:
Provide assistance with real estate and project-related tasks as necessary.
Experience & Qualifications:
Typically 3+ years of experience in a facilities or related role
Proven ability in problem solving, Interpersonal skills, and attention to detail.
Physical Demands / Work Environment:
Work in an office environment (Remote working is not allowed)
Hours of work: Monday - Thursday (5 hours per day)
Location: Sydney CBD
Learn more about our EEO & Accommodations request here.