Willis Towers Watson

Facilities Services Specialist

Posted on Jul 29 Minneapolis, MN 2 views

The Real Estate and Workplace Solutions (RE&WS) function is responsible for providing the environment, processes, equipment and resources that efficiently and effectively help our WTW colleagues meet client demands and the overall objectives of the organization.

Note: Employment-based non-immigrant visa sponsorship and/or assistance is not offered for this specific job opportunity.

The Role



As a Facilities Services Specialist, you will serve as a key resource for internal and external clients in a WTW office and will perform a combination of the following tasks based on specific location requirements: ensuring conference/meeting rooms are set up, audio-visual equipment functioning and catering needs for meetings are met; print, post and purchasing support; responding to facilities related issues (e.g., lighting, HVAC, furniture repairs, etc.); miscellaneous other duties. You are expected to work as a team player in achieving practice objectives and meeting defined service level targets.

Major Accountabilities



Facilities Support:




  • Help maintain the overall cleanliness and order/organization of the office space

  • Processes to meet new or changing operational objectives

  • Ensure effective and efficient delivery of day-to-day office support

  • Liaise with on-site building management team to coordinate building-related activities ensuring minimal disruption to office staff for facilities repairs and maintenance requests

  • Work with local managers for BDA service center New Hire Onboarding

  • Assist in managing onsite security protocols and access badge records

  • Manage shipping/receipt of IT equipment for new hires in accordance with stated protocols

  • Read, allocate and resolve emails sent to the Tempe FS mailbox

  • Perform minor maintenance and repair tasks

  • Maintain established vendor relationships to ensure a productive office environment

  • Ensure office equipment is properly maintained

  • Oversee kitchen amenities

  • Support Corporate Real Estate activities as necessary

  • Support health and safety initiatives

  • Support business continuity and contingency planning

  • Manage access card distribution and database



Secondary Support:



Reception




  • Support reception/security call and visitor handling

  • Meet, greet and announce visitors in a professional manner

  • Ensure visitors are identified in accordance with security procedures; handle visitor office space requests as required



Conference/Meeting Room Setup and Catering




  • Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms

  • Assist with the organization of catered meals and provision of special equipment, as required

  • Communicate and liaise regularly with colleagues booking conference rooms to verify requirements and expedite changes

  • Develop and maintain strong relationships with caterers and local vendors



Print, Post and Purchasing Support




  • Manage post and courier services to ensure timely collection and delivery

  • Oversee stationery supplies and stock levels; place orders for stationery and general office supplies, and maintain proper records

  • Assist with checking and coding of vendor invoices, as required, and monitoring of vendor performance, escalating questions/concerns to the Facilities Services Manager

  • Printer equipment support

  • Assist with production of client and training materials



The Requirements




  • 3-4 years’ experience in a professional office or call center environment providing general Facilities Services support

  • Team player with high energy and initiative

  • Excellent organization and project management skills

  • Demonstrated problem solving skills and proven experience prioritizing work and multi-tasking

  • Proficient in the use of Microsoft Office applications

  • Able to lift and move up to 60 lb (pound) cartons as necessary

  • Exceptional customer service skills

  • Strong interpersonal skills, and the ability to deal professionally with clients, vendors and associates 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

  • A strong focus on detail and accuracy of work

  • Strong verbal and written communication skills with the ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate

  • Knowledge of AV equipment and limited technology in a meeting environment

  • May require additional time commitment outside of normal business hours

  • High school diploma, certificate or official equivalent



All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status or status as an individual with disability. All qualified applicants will not be discriminated against on the basis of disability.

WTW may be subject to employment-related COVID-19 vaccination mandates from time to time in certain jurisdictions that may require certifying and providing documentation of vaccination against COVID-19 to work in a WTW office.



EEO, including disability/vets

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