Facility Support

Key Responsibilities

• Reception Services

• Answer and appropriately 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 the maintenance of a safe, healthy, and secure office.

• Maintain local contact lists, if appropriate.

• Maintain a neat and organized front office area.

• Manage conference room usage, reconcile conflicts, and post schedules (if appropriate).

• May 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.

• May assist with mass mailings.

• 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.

• Upkeep of floor plans and other office information.

• May track office utilization or update other facility-related data.

• Provide support to Facilities project manager during office renovations or moves, as requested.

• 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/sites for document collection and submittal.

• Collection of bank guarantees and bid bonds as and when requested.

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

• May support the local facilities team.

Qualifications

• Proven dependability and punctual attendance.
• Positive feedback from employees and visitors.
• Demonstrates ability to use resources and tools appropriately.
• Ability to assist in an emergency situation.

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.