Office Facilities Lead

About the Role

Jacobs is dedicated to solving critical global challenges and transforming ideas into realities that benefit society. We are currently seeking a committed and proactive Office Facilities Lead to manage the daily operation of our new Cork office. This position will involve overseeing the provision of office supplies, equipment, and services, managing the office overhead budget, and ensuring the workspace operates efficiently. You will act as the primary contact for all facility-related matters, collaborating closely with local leadership and cross-functional teams to support smooth office functions.

Key Responsibilities

• Maintain adequate office supplies and services to support business needs.
• Work together with local office leadership on all facility-related issues.
• Oversee and monitor the office overhead budget and financial reports.
• Handle invoice processing and financial charges linked to facility operations.
• Communicate effectively with office personnel regarding facility concerns and updates.
• Serve as the onsite liaison for building management and local vendors.
• Manage reception duties, mail handling, courier services, and offsite archive storage administration.
• Understand and ensure compliance with local office lease agreements.
• Support management of any subleasing arrangements for office space.
• Assist with new hire induction processes related to Health, Safety, and Environmental requirements.
• Provide assistance to Human Resources and IT departments as necessary.
• Ensure security of the physical office environment and contribute to the Business Continuity Plan.
• Support sustainability initiatives and reporting within the office.
• Manage local offsite archival storage and destruction processes.
• Coordinate office modifications including furniture relocations and installations.
• Maintain all facilities-related data aligned with global standards.
• Supervise facilities team members, including participating in recruitment and training.
• Oversee building and ground maintenance responsibilities, where applicable.
• Contribute to cross-departmental projects as required.

Work Conditions

This role is based onsite at the UK&I Facilities & Real Estate team in Cork, requiring full-time commitment (40 hours per week, Monday to Friday). Daily physical activity includes lifting in accordance with Irish HSA guidelines, bending, stooping, walking, stair climbing, and occasional long-duration reception sitting. Jacobs emphasizes work-life balance and offers flexibility in working hours and scheduling to accommodate individual and business needs.

Required Qualifications and Attributes

• Strong communication and interpersonal skills, suitable for engaging with stakeholders at varying levels.
• Experience in facilities management or related operational roles.
• Self-motivated, proactive with a strong work ethic and ability to take initiative.
• Adaptability to handle unexpected changes positively.
• Willingness to embrace flexible work patterns and periods of increased activity.
• Patience, positivity, and the resilience to navigate challenges.
• Ability to work both collaboratively within a team environment and independently.

Diversity and Inclusion

Jacobs fosters a culture of safety, integrity, inclusion, and belonging that prioritizes employee well-being and mental health. We encourage applications from individuals of diverse backgrounds and support flexible working arrangements. We are committed to providing equal opportunity, including interviewing disabled candidates who meet the criteria. Reasonable adjustments can be made during the recruitment process upon request.