Receptionist and Facility Support

Your impact

Role Overview:

This position supports the day-to-day operations of facilities services and activities.

The facility support function consists of a variety of roles in support of daily operations and may include reception services, general facility operations, and maintenance.

Responsibilities:

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.).

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 as needed or requested.
• In the event of an office renovation or move – provide support to Facilities project manager as requested.
• Assist or manage internal furniture moves, reconfigurations, or installations as needed.
• Serve as backup to Facility Lead on tasks related to local day-to-day operations. Cross train with Lead (or others as appropriate).
• Other support to Real Estate Operations as needed or requested.

Key Relationships

• Facility Lead
• Office Employees
• Visitors and Guests

Key Performance Indicators

• Responsibilities are taken care of properly and without significant issues: any issues that do arise are resolved quickly
• and efficiently.
• 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 some or all of the following: 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.
• The role is based at the Jacobs office at Gateway West, Bugis. The ability to commence within a short notice will be an added advantage.

Here's what you'll need

To be a successful candidate, you shall possess a minimum GCE O-level with 5 years of similar experience. On-the-job training will be provided for certain tasks.

Jacobs complies with the Tripartite Guidelines on Fair Employment Practices (TGFEP), including the prevailing guidelines on recruitment. All qualified applicants will be considered for the position regardless of age, race, religion, language, nationality, marital status, or family responsibilities.