Austin, TX
HKA Enterprises is unable to support C2C. 3rd party submissions and C2C requests will not be considered for any positions.
HKA is working on behalf of Jacobs, and this role is to support Jacobs’ work through HKA
Pay: $36.00 per hour
Qualifications:
- This position is a 100% onsite role in Jacobs Austin office located in Rollingwood, TX. There is no option for remote or hybrid working.
- Working hours are Monday - Thursday 7:30 - 5:30 and Friday, 7:30 - 11:30. A one hour lunch is taken midday.
- A minimum of five years of experience managing office related tasks and working directly with office staff.
- The position performs reception services and staffs the front desk during business hours.
- Ability to multitask.
- Communicate professionally and diplomatically at all times.
- Professional business attire required.
- Strong computer skills with Microsoft Windows and Office.
Responsibilities:
This position provides day-to-day management of facility services and activities within an office and is the sole Facilities support employee in the office. The position reports to the area manager located in the Dallas area but will establish strong partnerships with the Austin office leadership and staff. `
This position is responsible for facility operations, including upkeep, reception services, and office-related health, safety,
security, and sustainability.
- Ensure that office is provided with the equipment, supplies, and services necessary for daily operations.
- Partner with local office line of business leadership on office-related issues, and attend meetings as required.
- Manage office overhead budget and monitor the financial reports to ensure accuracy. Provide input to annual business planning as it relates to the local office. Ensure all required Real Estate Operations Finance reporting and reviews are completed. Timely communication on any significant variance to plan and necessary accruals or entries.
- Process invoices and charges related to local facility management, ensuring proper coding according to REO expenditure and capitalization guidelines. Generate purchase requests, approve invoices, or gather bids when needed for Facilities requirements or changes.
- Communicate with office staff regarding any facility-related issues or information, in line with any corporate or legal guidelines or direction.
- Serve as onsite contact for building management and local vendors or service providers as appropriate. Manage any landlord, maintenance, or janitorial issues. Respond to requests for service or repair.
- Staff reception desk, mail and courier services, and offsite archive storage, where applicable.
- Review and understand local office lease and its’ terms and requirements (treat as a confidential document). Ensure all Real Estate related documents (including any landlord notices) are submitted to Lease Database Team.
- Support management of any sublease of local Jacobs office space.
- Utilization reporting.
- Assist in new starter induction (orientation) related to Health, Safety, and Environmental requirements. Provide information on local office.
- Provide support for Human Resources where requested. Report terminated access status via JEEP tickets. May assist with collecting assets or paperwork for employee terminations.
- Accountable for the overall cleanliness, appearance, and functionality of the office.
- Support Health, Safety, and Environment with local office tasks including support for specific local plans. Assist with ergonomics requests, as needed.
- Provide support to IT for office-wide requests, as needed.
- Assist Global Security & Resilience, including ensuring the security of the physical office space in accordance with security guidelines; ID badge creation and recovery, access card and visitor management, communication regarding emergencies, etc. Support local office Business Continuity Plan.
- Support office sustainability tasks and reporting, ensuring the generation of Office Sustainability Plan (and Office Environmental Action Plan, if applicable).
- Manage local offsite archiving (retrieval and collection) and destruction. Provide guidance to project managers on best practices for handling filing needs.
- Serve as onsite lead for physical changes within local office, completing tasks as part of facility project team. Coordinate furniture moves, reconfigurations, or installations as needed in partnership with Workplace team.
- Upkeep of all Facilities data for the local office in alignment with global requirements, including floor plans, health and safety information, office utilization, vendor performance, responses to team inquiries, Track Record, Work Location pages, space booking tools, etc.
- In locations with more than one facility staff member, provide facility staff supervision. Participate in the hiring and training of new facilities staff, serve in both the interview and integration processes.
- In locations with only one facility staff member, manage tasks included in Facility Support job description.
- May also have building & grounds responsibilities (where there is no landlord provided property management).
- May support cross functional teams or projects, or small remote locations, as needed.
- Other duties as assigned by supervisor.