Workplace and Facilities Coordinator

About Cbus
Created by workers, for workers, Cbus Super is one of Australia's most successful Superannuation funds. For almost four decades we've proudly represented those who help shape Australia, hard-working individuals who deserve to make the most of their retirement, no matter the industry. As an award-winning fund we've been recognised for the benefits provided to our members and our innovative investment approach. All while staying committed to our member first ethos as a proud Industry Fund.

About the role
The Workplace and Facilities (W&F) Co-Ordinator / Reception position is part of the W&F team at Cbus, which exists to provide Melbourne reception, guest services, facilities services, and administrative support across the Cbus national facilities portfolio.
The role acts as a key, and often first, point of contact for external visitors and internal employees. The role ensures facilities related queries are handled or triaged to the correct point of resolution. The role works with the Wesley Place concierge to ensure visitor registrations are in place, and that security measures are followed accordingly. Key areas of focus the W&F Co-Ordinator / Reception position include:

1. Part time reception responsibility
2. Essential and responsive facilities / maintenance co-ordination.
3. W&F project and operational support and administration

Key Accountabilities

• Reception/Guest Services: Manage reception activities, guest services, and clerical tasks. Handle mail, monitor meeting rooms, coordinate service providers, and manage transport and catering services.
• Operations: Respond to level 1 facilities tickets, arrange equipment maintenance, track building management requests, manage building access, and support office parking and space administration.
• Administration: Coordinate booked services with building management, ensure health and safety compliance, and maintain W&F SharePoint knowledge articles.

Other Responsibilities

• Occasional triage of complex guest queries.
• Stationary/ stock review and appropriate ordering.
• Configuration of meeting rooms as required.
• Management of guest passes and follow ups to ensure they are returned or disabled.

Based on the evolving responsibilities of the Facilities team and the nature of their work, this role requires full time (5 days) attendance in the office to meet the responsibilities of the role. The requirement for office presence is particularly relevant in this role where there is a need for coverage to perform on-site duties and be responsive to ad hoc requests.

Key Selection Criteria

• Excellent communication skills with the - ability to manage competing demands.
• Corporate facilities or reception experience with knowledge of operational processes.
• Strong initiative, problem-solving, and customer focus.
• Solid administrative background in a service-related field.
• Advanced interpersonal skills to maintain relationships at all levels.
• Experience in coordinating deliveries and ensuring service quality with third-party suppliers/couriers.

Belong at Cbus
We value difference, and embrace people with diverse backgrounds, experiences, gender identities, abilities and thinking styles. We believe that, with diversity of perspectives and experiences, you get better teams and outcomes. We're looking for people of all genders, races, nationalities, orientations and of all abilities to join us.

We're keen to hear from you
If you've read through the requirements of this role and you feel like you haven't fully met the criteria, we would still encourage you to apply. We're aware of accessibility barriers when it comes to applying for a job and we want to help. If you require assistance with your application, please contact our Talent Acquisition Team via careers@cbussuper.com.au

Like to know more about working with Cbus? Listen to some of our videos with members of the Cbus team on our website, cbussuper.com.au/careers

Applications Close: 16th September 2024
This is a full-time position based in Melbourne.

Agencies, please note: All Cbus vacancies are managed by our internal Talent Acquisition Team. Should external assistance be required we will reach out to our preferred agency partners, Thank you.