Facilities Executive

Company Description

About Us

Founded in 2014, and listed on the ASX since 2015, Superloop’s purpose is to enable better internet for Australian homes and businesses, by enabling challenger retail brands (including our own Superloop and Exetel brands) to take a larger share of the market, leveraging Superloop’s Infrastructure-on-Demand platform.

Superloop operates in three segments of the market: consumer connectivity, business network and security solutions, and wholesale connectivity, all of which leverage Superloop’s investments in physical infrastructure assets including fibre, subsea cables and fixed wireless, as well as Superloop’s software platforms. Hundreds of thousands of homes and businesses rely on Superloop and Exetel everyday for their connectivity needs.

Visit www.superloop.com to learn more.

Job Description

Role Purpose

The Facilities Executive will support the Facilities Manager in overseeing the day-to-day operations, maintenance, and administrative functions of the office space. This role involves ensuring a safe, efficient, and well-maintained working environment for all employees and visitors. Further, the Facilities Executive will also assist in coordinating with vendors, managing service contracts, and ensuring compliance with health and safety regulations.

Key Responsibilities

The job responsibilities of this position are as follow but not limited to:

Facilities Maintenance and Operations

• Assist in the regular inspection and maintenance of the office space, including HVAC systems, lighting, plumbing, and other building systems.
• Coordinate with external vendors for repairs, maintenance, and servicing of office equipment and infrastructure.
• Monitor the condition of office furniture, fixtures, and equipment, and arrange for repairs or replacements as necessary.
• Support the Facilities Manager in maintaining an inventory of office supplies and ensuring timely restocking.
• Ensure that all office areas, including common areas, restrooms, and meeting rooms, are clean, organized, and well-maintained.

Health, Safety, and Compliance

• Assist in ensuring that the office space complies with all relevant health and safety regulations, including fire safety, sanitation, and accessibility standards.
• Support the implementation and maintenance of emergency preparedness plans, including fire drills, evacuation procedures, and first aid.
• Monitor the proper functioning of fire alarms, extinguishers, emergency exits, and safety signage, coordinating with service providers for regular checks.
• Report any safety hazards or potential risks to the Facilities Manager and take immediate action to mitigate them.

Vendor and Service Management

• Liaise with vendors and service providers for cleaning, security, waste management, pest control, and other facility-related services.
• Assist in managing service contracts, ensuring that services are delivered as per agreed terms, and addressing any issues with vendors.
• Help in negotiating and renewing contracts with service providers, ensuring cost-effectiveness and quality service.

Space Management and Office Layout

• Assist in planning and coordinating office layout changes, including workstation arrangements, meeting room setups, and space optimization.
• Support the Facilities Manager in managing office moves, ensuring minimal disruption to operations.
• Maintain accurate records of office space allocation and occupancy, updating floor plans as necessary.

Administrative Support

• Assist with budgeting and financial tracking for facility-related expenses, including rent, utilities, and maintenance costs.
• Maintain records of service contracts, vendor agreements, maintenance logs, and other facility-related documentation.
• Support the Facilities Manager in preparing reports on facility operations, maintenance activities, and compliance status.
• Handle routine administrative tasks related to facilities management, such as processing invoices, scheduling maintenance, and coordinating meetings.

Employee and Visitor Support

• Respond to employee requests and concerns related to office facilities, ensuring prompt and effective resolution.
• Assist in managing access control systems, including issuing and managing keycards or security passes for employees and visitors.
• Coordinate with the security team to ensure the safety and security of employees, visitors, and office property.
• Assist in organizing and setting up for office events, meetings, and other activities as needed.

Qualifications

• A diploma or bachelor’s degree in Facilities Management, Business Administration, Engineering, or a related field is preferred.
• 1-2 years of experience in facilities management, office administration, or a related role is advantageous.
• Strong organizational and multitasking abilities.
• Good communication and interpersonal skills.
• Basic knowledge of building systems and maintenance processes.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Problem-solving skills and the ability to work independently and as part of a team.
• Attention to detail and a proactive approach to tasks.