Facilities Supervisor II - Small Office Management

Building on our past. Ready for the future

Worley is a global professional services company of energy, chemicals and resources experts headquartered in Australia.

Right now, we're bridging two worlds as we accelerate to more sustainable energy sources, while helping our customers provide the energy, chemicals and resources that society needs now.

We partner with our customers to deliver projects and create value over the life of their portfolio of assets. We solve complex problems by finding integrated data-centric solutions from the first stages of consulting and engineering to installation and commissioning, to the last stages of decommissioning and remediation. Join us and help drive innovation and sustainability in our projects.

Purpose:

Act as office management lead for Billings, MT small office location (with remote support to Bismarck, ND sister office). Key responsibilities surround supervision/ facilitation of all property maintenance (including liaison with property owner), coordination/ management of team member's individual safety requirements for client site badging in 3rd party systems, management of necessary job safety supplies, administrative tasks to support project teams, and facilitation/escalation of necessary IT tickets and support with remote IT teams.

Responsibilities:

Facilities

• Liaise with local team members on an ongoing basis to ensure that all building maintenance issues are being reported and resolved in a timely manner. Coordinate any items needing attention with property owner and his preferred local contractors and supervise work is completed satisfactorily. Act as primary communicator with property owner and build key relationship.
• Perform and document bi-monthly inspections.
• Compile annual Excel facilities budget for Billings and Bismarck offices. Coordinate with US West Facilities Manager. Control and report on monthly facilities and supplier expenditure.
• Review and enter all invoices via ticket to Accounts Payable in a timely manner.
• Organize and place orders for any needed office/ bathroom supplies, break room snacks, kitchen supplies, etc.
• Coordinate social functions (potlucks, holiday gathering, etc.). This includes development of budgets for approval, as applicable. Submit expense reports, as necessary.
• Identify any facilities issues highlighted requiring further investigation. Develop for approval and / or manage the expenditure of maintenance projects within budget.
• Ensure that floor plans are updated.
• Assist in the development and implementation of strategies to keep building safe (includes AED and fire extinguisher inspections, setting up first aid/ CPR safety training for office emergency response leads, etc.).
• Maintain office and responsibilities in the most cost-efficient manner. Review the current budget and provide recommendations to local Operations/Portfolio Director and USW Facilities Manager, as applicable, on any optimizations, potential for energy savings, etc.
• Ensure furniture meets needs of staff and is maintained and ergonomic, hang white boards, etc.
• Work with the local Operations/Portfolio Director to manage the staffing forecasts against available space. Support Hot Desk initiative and train new staff to use the system/app, as needed. Monitor hot desk locations for furniture, monitors, etc.
• Provide appropriate planning solutions to senior management for future office requirements / moves.
• Work with the R3 coordinator and Operations/Portfolio Director to ensure all location emergency provisions/ procedures are in place.
• Manage building security system. Identify any possible security issues and provide recommendations for improvement.
• Inspect building cleaning and communicate with cleaning company.
• Maintain company cars.
• Maintain laser scanning equipment by supporting team's direction for annual calibration, maintenance, shipping to project locations, etc.
• Assist with coordination of telephones; communications; conference room IT equipment; photocopiers, etc.
• Work with internal Worley parties to ensure utility usage data is shared for the facilities.

Safety

• Maintain spreadsheet of client site access/ badging requirements.
• Maintain employee safety/ badge qualifications statuses per client site. Monitor this and notify employee when expirations are approaching in case updates are desired by team.
• Assign training in required client and 3^rd party systems as needed. Update credentials in client systems for badging requests.
• Manage employee drug and alcohol screening and background checks.
• Maintain safety gear and supplies to support team members' trips to client sites.
• Schedule and conduct office fire drills.

Administrative

• Support team travel arrangements, if needed.
• Purchase and coordinate sympathy cards and arrangements.
• Assist employees with timecard issues.
• Keep Office Playbook updated with important employee information.
• Request Certificates of Insurance (COI) from Worley contact for Billings and Bismarck clients.
• Design, order, and manage yearly holiday cards for clients. List is coordinated with portfolio managers.
• Coordinate miscellaneous orders for lunches, catering, etc. for team/ client lunches. Submit expense reports.
• Manage FedEx shipments and mail for office.
• Have aptitude to cross-train in document control, if opportunity presents.

IT Interface

• Facilitate IT tickets (input into Worley system) to assist team members. Escalate to key Worley IT staff, if needed.
• Upon identification of Billings connectivity/ server issues, expedite submission of ticket and notification of IT support. Monitor status. Act as onsite conduit to help desk/ IT. Communicate with Billings office with updates.
• Receive computers to Billings office for new hires. Help support set-up of monitors and basic equipment.
• Assist employees with basic computer issues and support interim needs, where able, based upon what Billings office has in inventory (headset, charger, etc.).
• Work with IT on stockroom/server room audits. Act as the coordinator to provide office access with 3rd party IT support when Worley assigns.

What you will bring

Technical/Industry Experience and Qualifications Requirements:

• A multi-tasker who enjoys variety and wearing multiple hats! Excellent planning, organizational and communication skills, and confidence in dealing with all levels in organization to support small Worley office.
• Strong senses of initiative, accountability, judgment.
• Strong sense of confidentiality desired.
• Efficient and able to multi-task and proactively manage change.
• Effective relationship building skills. A person who likes to interact with Worley teams (locally, Bismarck, and via Teams), property owner, contractors, IT support, etc. to find solutions and optimize support to Operations team.
• Highly competent in MS Office Suite.

Additional Information :

Standard Competencies:

• Understands how the business delivers value to shareholders, what drives profitability and what increases growth.
• Able to make difficult decisions and lead and manage others in changing business conditions.
• Excellent people management skills such as leadership, team, interpersonal, coaching, mentoring and supervisory skills. Must be able to build, motivate, develop and manage an effective team.
• Excellent management skills including the ability to plan, set goals; and manage time, priorities, resources, accountabilities, schedules and cost.
• Understands Worley Vision, Purpose & Values, translates it into team goals and objectives, and gains team commitment to achieving those goals and objectives.
• Effectively manages and resolves the conflict between individuals and/or groups.
• Negotiates successful outcomes that achieve the required objectives and have the support and acceptance of all parties.
• Demonstrate a visible and active commitment to:
  
  
  
  • personal well-being;
  • healthy, safe, and professional workplaces and activities; and
  • continuously improve Worley health, safety and environmental performance.
  
  
  
  

Education - Qualifications, Accreditation, Training:

Required:

• Multi-tasking across a myriad of responsibilities is required.

Preferred:

• Previous experience in the same or similar role, including experience in office/ facilities management position.

Moving forward together

We want our people to be energized and empowered to drive sustainable impact. So, our focus is on a values-inspired culture that unlocks brilliance through belonging, connection and innovation.

We're building a diverse, inclusive and respectful workplace. Creating a space where everyone feels they belong, can be themselves, and are heard.

And we're not just talking about it; we're doing it. We're reskilling our people, leveraging transferable skills, and supporting the transition of our workforce to become experts in today's low carbon energy infrastructure and technology.

Whatever your ambition, there's a path for you here. And there's no barrier to your potential career success. Join us to broaden your horizons, explore diverse opportunities, and be part of delivering sustainable change.

We're committed to building a diverse, inclusive and respectful workplace where everyone feels they belong, can bring themselves, and are heard. We provide equal employment opportunities to all qualified applicants and employees without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status or any other basis as protected by federal, state, or local law.

Our policy is to conduct background checks for all candidates who accept an offer of employment with us.

Please note: No agency representation or submissions will be recognized for this vacancy.