Job Title
A Facilities Specialist is required to provide administrative support for various offices in Australia and New Zealand. The role involves traveling to Sydney every six to eight weeks for two to three days to support events.
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* The Facilities Specialist will oversee the Brisbane office and ensure it runs smoothly.
* They will address day-to-day facilities issues, manage facilities vendors, communicate with property managers, and purchase office items through a purchasing system as needed.
The position reports to the Facilities Manager (located in New Zealand) and oversees all monthly invoicing for ANZ (electric, water, internet, janitorial, etc.). They will work with Finance to ensure timely payment of invoices and assist Real Estate with projects like moves, openings, closures, and fit-outs as needed.
This position acts as concierge to our Brisbane office, providing front-of-house support and offering a warm and professional greeting to all colleagues and visitors.
Your Day-to-Day:
Main Responsibilities
* Provide front-of-house support for our Brisbane office and offer a warm and professional greeting to all colleagues and visitors.
* Act as the first point of contact for all queries and issues for the office.
* Support in-office marketing team events in Brisbane.
* Support larger in-office events at our Brisbane office.
* Oversee general office operations, including managing meeting room scheduling and maintenance, coordinating hospitality for meetings, supporting visiting executives, and managing courier and mail requirements.
* Order supplies and equipment, create purchase requests, and process invoices.
* Work with Finance for bill payments and problem-solving.
* Support regional Real Estate and Workplace projects.
* Hire vendors, liaise with landlords, and manage ongoing facilities services.
* Purchase furniture, mobile phones, and supplies as needed.
* Provide on-site health and safety support for the Sydney office, including safety walkthroughs.
* Manage office access for ANZ colleagues by handling fobs/access cards.
You Bring to the Team
* Friendly, warm, courteous, and professional manner.
* Highly organized and analytical.
* Excellent communication skills, both oral and written.
* Skilled in coordinating with outside agencies.
* Ability to research, organize, report, and make decisions.
* Ability to work well with vendors, internal teams, and facilities staff.
* Reliable in completing tasks with minimal follow-up.
* Goal-oriented with the ability to meet deadlines.
* Willingness to learn quickly.