Facility Support

Key Responsibilities

• Reception Services:

• Answer and direct incoming calls.

• Greet visitors, determine the nature of their business, and direct them to the appropriate individual.

• Ensure completion of visitor management tasks, including review of the Office Safety Induction Presentation.

• Maintain guest and visitor sign-in/out logs.

• Oversee the distribution and return of employee and visitor access badges.

• Assist in building or suite access control and maintain a safe, healthy, and secure office environment.

• Maintain local contact lists.

• Maintain a neat and organized front office area.

• Manage conference room usage, reconcile conflicts, and post schedules.

• Assist with meeting setup, including procuring food and equipment.

• Prepare and process incoming and outgoing mail, including determining and affixing postage.

• Maintain records on outgoing registered mail and packages, and reconcile charging errors.

• Handle special requests for mail, package, and shipping-freight services.

• Ensure compliance with all legislation related to the handling and shipping of materials.

• Assist with mass mailings (generating distribution lists, labels, etc.).

• Maintenance:

• Respond to requests for facility maintenance or repair.

• Ensure completion of routine and required building or equipment service.

• Maintain equipment manuals and logs.

• 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.

• Maintain floor plans and other office information.

• Track office utilization or update other facility-related data as needed or requested.

• Provide support to the Facilities Project Manager during office renovations or moves.

• Assist or manage internal furniture moves, reconfigurations, or installations.

• Serve as backup to the Facility Lead on tasks related to local day-to-day operations.

• Cross-train with the Lead or others as appropriate.

• Provide other support to Real Estate Operations as needed or requested.

• Driver (only in Middle East or India):

• Serve as office courier, making visits to government departments or other offices or sites for document collection and submittal.

• Collect bank guarantees and bid bonds as and when requested.

• Shuttle employees to other locations for meetings, project site visits, airport transfers, or other business purposes.

• Support the local facilities team.

Requirements & Tech Stack

• None explicitly listed.

Qualifications

• None explicitly listed.

Additional Notes

• Responsibilities may require physical activity including bending, stooping, walking, pushing, lifting up to 50 lbs., climbing stairs and/or ladders, sitting for long periods, and typing.
• May perform tasks that are custodial in nature, including those related to office and break room/kitchen maintenance.
• Role is office-based / onsite.
• Onsite employees are expected to attend a Jacobs Workplace on a full-time basis, as required by the nature of their role.
• If you require further support or reasonable adjustments with regards to the recruitment process (for example, you require the application form in a different format), please contact the team via Careers Support.