Facilities Assistant

Lander & Rogers; Sydney; On-site; AUD 55,000 - 65,000; Full time

Benefits offered by this job

Wellness days

Extra annual leave

Home office allowance

Tech discounts

Job summary

Lander & Rogers is seeking a Facilities Assistant to support the national mailroom, document handling, and facilities help desk. You will manage mail distribution, courier coordination, digitisation, and secure storage while aiding with reception and facilities requests.

The role requires a capable multitasker with strong communication, time management, and team-work skills, plus willingness to assist in office moves and space projects. This position is based in Sydney.

Qualifications

• Previous experience in a Mailroom or Office environment within professional services is advantageous.
• Experience with scanning documents and online ordering platforms (courier coordination).
• Current First Aid certification, or willingness to obtain it.
• Ability to prioritise, time manage and coordinate multiple tasks.
• Thrives in a fast-paced, collaborative team.
• Strong problem-solving skills.
• Excellent written and verbal communication.
• Capable of performing physical tasks including lifting.

Responsibilities

• Mailroom: deliver mail and courier services, digitise and track documents, and manage courier bookings.
• Maintain document governance, secure storage, and upload to iManage.
• Process mailroom invoices and manage stock of supplies.
• Ensure WHS compliance and safe working practices.
• Provide front-of-house reception during lunch and peak times.
• Coordinate contractor inductions and access management.
• Triages and responds to facilities requests, coordinates work orders and contractors.

Skills

Mailroom experience

Digital document systems

First Aid certified

Time management

Team player

Problem solving

Communication skills

Physical fitness

Tools

Scanning equipment

Courier coordination tools

Job description

• A firm with a strong reputation for having an authentic and inclusive culture
• Supportive and collaborative team environment

About the Company

Lander & Rogers is a leading independent law firm, with offices in Melbourne, Sydney Brisbane, Canberra and global reach.

Our focus is on innovating the client experience and leading change in legal service delivery. We are also committed to supporting our communities through our pro bono work.

About the Role

Our Facilities Services team play a key role in supporting the Firm through their efficient and timely service to deliver, capture and maintain the digital documentation for the Firm.The Facilities Assistant supports the delivery of the firm's national mail services and Facilities Help Desk function. The role is responsible for the day-to-day mailroom and document handling activities - including internal mail distribution, courier coordination, digitalisation, storage, retrieval, secure destruction, and safe-custody materials - while also responding to Facilities Help Desk tickets and maintenance requests.

Responsibilities

Mailroom

• Ensure the accurate, timely, and compliant delivery of the firm's mail, courier, and document services, including digitisation and media conversion.
• Maintain effective mail tracking, document handling, and distribution processes to support secure and reliable information flow across the firm.
• Deliver end-to-end mail and courier operations, including receiving, sorting, digitising, tracking, distributing, and processing incoming and outgoing mail (express, registered, and international), and booking local, national, and international couriers
• Follow document governance processes, including safe custody of deeds and wills, secure storage and retrieval, digitisation and upload to iManage in line with information governance standards, and coordination of secure destruction in accordance with risk and records management policies.
• Process facilities and mailroom invoices, ensuring alignment with the firm's policies and procedures
• Maintain a safe and compliant working environment by adhering to WHS, manual handling, and safe working practices, and participating in reviewing of premises and toolbox sessions.
• Ensure appropriate stock levels and management of stationery, utility room supplies, firm-branded materials, first aid equipment, and thermal comfort items to support day-to-day operations.

Reception

• Daily reception coverage during lunch hours and late in the afternoon. Providing a front of house service to clients and employees, answering phones and directing visitors to meeting rooms.

Facilities

• Ensure all contractors are properly inducted - managing contractor inductions and
• access management, including validating contractor attendance and issuing of keys and access cards.
• Process and coordinate requests received via the facilities inbox, triaging and responding to service, mail, and maintenance requests, engaging contractors, coordinating work orders, and ensuring timely resolution.
• Support incident response, escalation, and follow-up for facilities-related issues to minimise business disruption.
• Support Facilities-led initiatives, including office moves and operational projects, as required

About You

• Previous experience working in a Mailroom or Office environment within the professional services industry would be highly regarded, but not essential.
• Experience with digital systems (scanning of documents) and online ordering platforms (including coordination of couriers).
• Current First Aid certification, or a willingness to receive first aid training at Landers
• Ability to prioritise, time manage and co-ordinate multiple tasks concurrently.
• Ability to thrive in a fast paced, team environment.
• Strong problem-solving skills.
• Excellent written and verbal communication skills.
• Capable of performing physical tasks, i.e. manual lifting.

Culture

People choose Landers for our down-to-earth, collaborative and supportive culture. We invest in our people and empower them to bring their best selves to work, both personally and professionally.

We promote a diverse and inclusive environment with a strong focus on wellbeing, leadership and development.

Lander & Rogers offers a range of benefits to encourage professional development and ongoing learning, connection with colleagues, staying healthy and community involvement.

We value our people and understand the importance of maintaining a healthy, balanced and fulfilled lifestyle, some of our benefits include:

• Additional leave: to encourage you to take a moment to stop, reflect and reenergise, we offer an annual wellness day and if you meet the qualifying criteria, you may be eligible to receive up to five additional days of annual leave.
• Home office, fitness & wellness allowance: enjoy the flexibility to fit out your home office or support your health and wellbeing with an annual $250 allowance.
• Tech discounts: access corporate discounts on DELL computer products to have the latest personal gadgets at your disposal

Lander & Rogers is an equal opportunity employer that embraces diversity and inclusion.

We conduct background checks including criminal record checks on all successful candidates as a condition of employment.