Facilities Services Assistant

Job description

JOB DESCRIPTION

Coordinates the administrative activities of an office. Evaluates office production and devises alternative methods to improve workflow. Oversees opening, sorting and routing of incoming and makes preparations for outgoing correspondence, post, mail and packages; organizes special mailings. Coordinates the receipt, storage and issuance of stationary and office supplies; oversees periodic inventories and reorders items as required. Acts as the first point of contact for internal facilities issues, and logs all maintenance, cleaning and office/location services and refers related issues to the appropriate personnel; negotiates contracts for services such as cleaning and maintenance.

Perform post and courier services to ensure timely collection and delivery.

The Role
As a Facilities Services Assistant you will serve as a key resource for internal and external clients in a Willis Towers Watson office, and will perform a combination of the following tasks, based on specific location requirements: provide facilities support; handle computer equipment, peripherals and inventory; furniture, fixture repairs and/or replacements; submit work orders for carpet cleaning, HVAC, lighting, etc.; perform office workstation moves, prep new hire desks and clear unoccupied desks; assist with equipment refreshes; print, post and purchasing support; document printing and binding, pantry and print area stocking and maintenance; ordering and delivering office supplies; collection and delivery of mail and courier shipments; work closely with vending and coffee vendors to ensure product par levels; assist with conference room set ups, audio-visual equipment testing and functionality; respond to facilities-related issues; cross-train for basic reception coverage duties, miscellaneous other duties to include Records Management. You are expected to work as a team player in achieving practice objectives and meeting defined service level targets.

Performance Objectives:
Facilities Support:

·  Respond to Facilities Services mailbox requests and inquires as directed by the Facilities Manager.
·  Help to maintain the overall cleanliness and order/organization of the office space.
·  Ensure office equipment i.e., printers, appliances, TV monitors, desk phones, etc. are properly maintained.
·  Support computer equipment, peripherals and loaner laptop inventories; order, receive, stage and deploy as needed. 
·  Work with building management, office management, Corporate Real Estate and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment, space, and services.
·  Assist IT with equipment refreshing and e-waste projects
·  Support maintenance of local asset inventory listings.
·  Support maintenance of up-to-date local floor plans and phone extensions.
·  Assist with the coordination of workstation moves and other space adjustments to meet business needs.
·  Support Corporate Real Estate activities as necessary.

Print, Post and Purchasing Support:

·  Perform post and courier services to ensure timely collection and delivery.
·  Oversee office supplies and stock levels. Place orders for general office supplies, computer equipment and maintain proper records.
·  Have knowledge of Finance terminology and definitions; understand team codes and how product costs are allocated.
·  Print, bind and produce materials in a timely, accurate and professional manner.
·  Ensure goods and services provided by vendors are acceptable and satisfactory.
·  Understand processes relating to other areas of Facilities Services and assist as required to ensure high levels of service are consistently achieved.

Conference/Meeting Room Setup:

·  Assist to ensure conference rooms and meeting rooms have clean and proper equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air, blinds/shades and undamaged furniture. 
·  May assist in the provision of special equipment.
·  Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms.
·  Be flexible with conference room verifications, if room or requirements change and expedite changes.
·  Develop and maintain strong relationships with local vendors and key WTW stakeholders and resources.

New Hire and Other HR-Task-Related Support:

·  Partner with other FSA with the onboarding of new colleagues; order bundle equipment, set up the desk/office and deploy computer for remote IT to access.
·  Respond to other Onboarding/Offboarding action items, as directed by the Facilities Services Manager.
·  Ensure correct federal and local government posters are displayed. 

Business Continuity and OH&S :

·  Participate in Business Continuity efforts and projects; Planned Power Outages, assist with any local testing of disaster recovery equipment.
·  Be an active participant in Emergency protocols and a Safety Marshal team member. Assist with Generator and Fuel Tank Room maintenance.
·  Understand the Server Room equipment purpose, names, location and impact to the office/business.
·  Assist with Server Room equipment projects, FF&E projects, office phones, etc.
·  Attend Facilities Services meetings and Fire Warden trainings, as directed.

Security:

·  Understand the Physical Security guidelines, protocols and policies supported by RE&WS.
·  Misc. other duties:
·  Perform Records Management processes for onsite and offstorage storage file management, as directed.
·  Participate in Opus training from Records Management, as directed.
·  Understand retention policies and secure storage of paper management.

The Requirements :  
·  2+ years’ experience in a professional office environment providing office or facilities support, or similar experience
·  Experience in working in large offices with multiple floors and 100+ staff, is a plus
·  Must be willing to work as a Team member and in a Team environment
·  Must be able to take direction and instruction from Facilities team members; must be receptive to constructive feedback and coaching
·  Must also be able to work independently, with no direct supervision
·  Exceptional customer service skills
·  Strong interpersonal skills, and the ability to deal professionally with clients, vendors and colleauges on the phone and in person
·  Professional demeanor and appearance
·  Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
·  Reliable and punctual
·  Must be able to demonstrate the ability to multi-task and prioritize effectively, with constant shoulder-taps and interruptions to workflow
·  Understand difference between reactive and responsive; ability to stop multiple tasks and return where left off until completion
·  A strong focus on detail and accuracy of work; possess strong follow-up skills to all tasks.
·  Must be proactive and seek out continuous process improvements, whilst following directives and protocols
·  Strong time management and organizational skills
·  Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
·  Must be able to have open communicative skills with Facilities team members
·  Strong Knowledge of Microsoft Office Suite and Outlook is required; intermediate experience required with Outlook, Power Point, Word, Excel and Skype for Business
·  Must be able to adopt templates and format into email messages to the office
·  Experience with navigating between multiple email accounts, is a plus
·  Must have experience in managing electronic documents; heavy network folder usage of saving, deleting, moving, modifying and attaching to email 

The Company 

Willis Towers Watson is a leading global advisory, broking and solutions company that helps clients around the world turn risk into a path for growth. With roots dating to 1828, Willis Towers Watson has 40,000 employees serving more than 140 countries. We design and deliver solutions that manage risk, optimize benefits, cultivate talent, and expand the power of capital to protect and strengthen institutions and individuals. Our unique perspective allows us to see the critical intersections between talent, assets and ideas – the dynamic formula that drives business performance. Together, we unlock potential. Learn more at willistowerswatson.com.

Willis Towers Watson is an equal opportunity employer
Willis Towers Watson is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability. 

Equal Employment Opportunity: Know your rights.

Unsolicited Contact:  Any unsolicited resumes/candidate profiles submitted through our web site or to personal e-mail accounts of employees of Willis Towers Watson are considered property of Willis Towers Watson and are not subject to payment of agency fees. In order to be an authorized Recruitment Agency/Search Firm for Willis Towers Watson, any such agency must have an existing formal written agreement signed by an authorized Willis Towers Watson recruiter and an active working relationship with the organization. Resumes must be submitted according to our candidate submission process, which includes being actively engaged on the particular search. Likewise, for our authorized Recruitment Agencies/Search Firms, if the candidate submission process is not followed, no agency fees will be paid by Willis Towers Watson. Willis Towers Watson is an equal opportunity employer.