Facilities Assistant & Receptionist (Part-Time)

Seeing Machines; Canberra; On-site; AUD 34,000 - 48,000; Part time

Job summary

Seeing Machines is seeking a part-time Facilities Assistant & Receptionist to support the Canberra office with daily operations, safety, and presentation. The role includes on-site facilities tasks, front-of-house reception, and coordinating with cleaners and service providers.

Reporting to the Facilities Lead, you will manage visitor processes, mail, and basic site administration, ensuring a professional and well-presented workplace.

Qualifications

• Sound computer literacy with Microsoft Office and basic workplace systems.
• Awareness of workplace health and safety principles, or willingness to learn.
• Experience in facilities, reception, administration or related support roles is desirable.

Responsibilities

• Facilities support: maintain cleanliness, safety, presentation, and readiness of the office.
• Reception: cover front-of-house, sign-in, access, and visitors management.
• Contractor coordination: liaise with cleaners, maintenance, and service providers.
• Administration and records: track maintenance requests, supplies, and site issues.

Skills

Customer service

Communication

Time management

Education

Certificate or training in administration or facilities management

Health and safety awareness

Tools

Microsoft Office

Job description

About the company:

Seeing Machines is a global industry leader in computer vision and artificial intelligence (AI) technologies that enable machines to see, understand, and assist people. On a mission to reduce transport fatalities to zero, Seeing Machines develops advanced embedded AI platforms that process human behavioral and environmental data in real time across automotive, commercial fleet, aviation, rail, off-road, and robotics applications. By combining over two decades of human factors research with cutting-edge optical sensing, deep learning, and embedded processing, the company delivers mission-critical safety and autonomous solutions trusted by world-leading OEMs and industrial partners globally.

Position Summary:

The Facilities Assistant & Receptionist is responsible for supporting the day-to-day operation, presentation, safety, and functionality of the Canberra office.

Reporting to the Facilities Lead, the position provides on-site facilities support and front-of-house reception services, acting as a local point of contact for employees, visitors, contractors, and service providers.

The role supports the effective coordination of workplace services, office supplies, meeting spaces, maintenance requests, visitor processes, and general facilities administration.

Key Responsibilities:

1. Facilities Support

• Complete regular office walkthroughs to monitor cleanliness, safety, presentation, and general workplace readiness.
• Set up and maintain meeting rooms, workspaces, reception, kitchen areas, and shared facilities.
• Monitor, order, and restock office supplies, including kitchen items, stationery, and other consumables.
• Identify, report, and follow up maintenance, cleaning, safety, or presentation issues with the Facilities Lead, contractors, or building management as required.
• Assist with minor workplace setup activities, including moving small items, placing signage, and supporting office or event preparation.

2. Reception and Front-of-House

• Provide professional reception coverage and act as the first point of contact for visitors, employees, contractors, and service providers.
• Support visitor sign-in, access, and induction processes in line with site requirements.
• Manage incoming and outgoing mail, deliveries, and courier requirements.
• Maintain the reception area and front-of-house environment to a professional standard.

3. Contractor and Site Coordination

• Act as an on-site contact for cleaners, maintenance providers, building management, and other service providers.
• Coordinate contractor attendance, access, and basic site requirements in accordance with workplace procedures.
• Escalate issues, risks, delays, or service concerns to the Facilities Lead in a timely manner.

4. Administration and Records

• Maintain basic facilities records, including maintenance requests, supply orders, site issues, and service provider activity.
• Support general facilities administration, including coordination of requests, communication with stakeholders, and follow-up of agreed actions.
• Contribute to the ongoing improvement of office presentation, workplace experience, and facilities processes.

Educational Qualifications:

• Certificate or training in administration, customer service, facilities management, or a related discipline is desirable but not essential.
• Sound computer literacy, including the ability to use Microsoft Office, email, calendars, and basic workplace systems.
• Awareness of workplace health and safety principles, or the ability to develop this knowledge through training.

Professional Experience:

• Previous experience in facilities, reception, administration, hospitality, cleaning, workplace services, or a similar support role.
• Experience working in an office, corporate, or professional environment is desirable.
• Experience interacting with employees, visitors, customers, contractors, or service providers in a professional manner.
• Ability to manage routine day-to-day activities independently while maintaining agreed standards of service, presentation, and follow-through.

Other Attributes:

• Reliable, punctual, and able to work consistently to agreed standards.
• Professional, courteous, and service-oriented in dealings with employees, visitors, and external providers.
• Strong attention to detail and pride in maintaining a clean, safe, and well-presented workplace.
• Practical, hands-on approach to resolving routine workplace and facilities matters.
• Willingness to learn new systems, processes, and site requirements.
• Able to work independently in a part-time role and escalate matters appropriately when required.