Facilities Specialist

Facilities Specialist

Location:

Brisbane, Australia (Office  Based)

Position Summary:

Bentley's Facilities department is looking for an experienced Facilities Specialist for our Brisbane office, providing admin support for other offices in Australia and New Zealand. The role includes traveling to Sydney every six-eight weeks for two to three days to support events.

The Facilities Specialist will oversee the Brisbane office and ensure it runs smoothly. They will address the day-to-day facilities issues that may arise, as well as managing facilities vendors, communicating with property managers, and purchasing office items through Bentley’s purchasing system as needed.

Reporting to the Facilities Manager (located in New Zealand), the Facilities Specialist will oversee all monthly invoicing for ANZ (electric, water, internet, janitorial, etc.), and work with Finance to ensure timely payment of invoices. As needed, they will also assist Real Estate with real estate projects (moves, openings, closures, fit-outs).  

The Facilities Specialist will act as concierge to our Brisbane office, providing front of house support and offering a warm and professional greeting to all colleagues and visitors to the space.

This position will be based out of the Brisbane office.

Your Day-to-Day:

• Provide front of house support for our Brisbane office and offer a warm and professional greeting to all colleagues and visitors
• Act as first point of contact for all queries and issues for office
• Provide front-of-house support for any in-office marketing team events in Brisbane.
• Support larger in-office events at our Brisbane office
• Oversee general office operations including, but not limited to:
  • Manage the scheduling and maintenance of all meeting rooms and bookable assets; including preparing and resetting when used
  • Coordinate hospitality logistical arrangements for meetings
  • Provide support services to all visiting Bentley Executives, including meal reservations, transportation coordination, and other support tasks as needed
  • Support approximately 7 offices in the Australia/New Zealand (ANZ) region to ensure colleagues have a safe and professional work environment
  • Manage courier shipping/receiving, and general mail requirements daily
  • Order stationery supplies, office equipment, beverages and snacks for office-based colleagues
  • Create Facilities related purchase requests and subsequent invoice approval process
  • Work with Finance department for timely bill paying and problem-solving
  • Support all Real Estate and Workplace projects in the region as needed
  • Hire vendors and work with Landlords to resolve issues and manage ongoing Facilities services (janitorial, electrical, plumbing, HVAC, etc.)
  • Purchase furniture, mobile phones, and supplies requested through corporate help system as needed
  • On-site health and safety support of the Sydney office, including job safety assurance/hazard reporting walkthroughs
  • Manage office access for ANZ colleagues – assigning/canceling fobs/access cards when needed
• Provide other regionals facilities support needs as required

What You Bring to the Team:

• Friendly, warm, courteous, and professional manner
• Highly organized and analytical
• Excellent oral and written communications skills
• Skilled at coordinating with outside agencies for services
• Ability to do research, organize information, report findings, and make sound decisions
• Ability to work well with outside vendors, internal customers, and corporate facilities team
• Can always be counted on to complete assigned tasks with minimal follow up
• Ability to set measurable goals and meet deadlines
• Ability and willingness to learn quickly