RE&WS Facilities Services Assistant - Generalist

About the role

Note: This is an in-office role in our Philadelphia Office

Responsibilities

• Perform all duties related to reception/switchboard including call and visitor handling
• Meet, greet and announce visitors in a professional manner
• Ensure visitors are identified in accordance with security procedures. Handle hotspot/visit office space requests as required
• Monitor booking tool and communicate/liaise with colleagues booking conference rooms to verify requirements and expedite changes
• Physical set up / break down of rooms for meetings
• Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily, as required
• Monitor to ensure housekeeping standards are maintained in conference/meeting rooms
• Track upcoming conference/meeting room bookings
• Ensure conference/meeting rooms are set-up as requested
• Organize catered meals and provision of special equipment, as required
• Perform daily maintenance and inventory of basic meeting room equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air conditioning
• Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms
• Provide first line support and guidance for all Facilities Services processes, systems and tools
• Escalate issues in a timely manner and follow up/track to ensure issues are resolved appropriately
• Assist with ad-hoc requests for other Greater Philadelphia Market offices
• Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquiries
• Aid in basic, first-level IT “smart hands” support (e.g., general troubleshooting)
• Help to maintain the overall cleanliness and order/organization of the office space
• Assist with checking and coding of vendor invoices; monitor vendor performance
• Work with the Facilities Services Specialist, building management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space
• Support space management activities, including assisting with the coordination of desk moves
• Support maintenance of local asset inventory listings and floor plans
• Manage all inventory levels (pantry/supplies) including daily stocking of all supplies for office and pantries
• Participate in Day 1 orientation for new hires
• Assist with Occupational Health and Safety updates for Greater Philadelphia Market offices (e.g., general space walkthrough for potential hazards)
• Perform other Facilities Services duties as identified by the Senior Facilities Services Specialist which may include work on special projects
• Escalate questions/concerns to the Senior Facilities Services Specialist
• Cross Train in post and courier services to ensure timely collection and delivery, process outgoing mail and courier services procedures (USPS, FedEx, UPS, and other carriers)
• Ensure operation of all mail support equipment and maintenance of Pitney Bowes
• Troubleshoot printer problems
• Coordinate maintenance of equipment including printers, binding equipment, laminator, postage machines, and courier label machines
• Oversee stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records
• Escalate Uniflow secure print issues following defined protocols
• Ensure compliance with Mail, Print, Reprographics Standard Operating Procedures
• Escalate questions/concerns to the Facilities Services Specialist
• Utilize the CCure system (or other local access card system) to issue photo access cards
• Liaise with the building access system administrator to add/delete colleagues
• Troubleshoot security access system issues; interface with Regional Safety and Security and local office security system vendor, as directed by Facilities Services Specialist
• Escalate questions/concerns to the Facilities Services Specialist
• Utilize file management software (e.g., OPUS, Iron Mountain Connect) and support first-level troubleshooting
• Where applicable, assist colleagues with data entry of new files into OPUS. Print barcoded labels for paper records
• Where applicable, assist with the maintenance of central filing areas (e.g., refiling returned records)
• Facilitate the retrieval of records from offsite storage, as well as their return to storage
• Partner with the business and send inactive records to offsite storage (on an annual basis or due to onsite space constraints)
• Maintain records management stock (e.g., files, labels, boxes)
• Control access to highly sensitive files in compliance with Records Management guidelines
• Escalate questions/concerns to the Facilities Services Specialist /Corporate Records Management

Qualifications

• 2+ years experience in a professional office environment providing general office support
• Exceptional customer service skills
• Strong interpersonal skills, and the ability to deal professionally with clients, vendors and colleagues 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
• Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively
• Knowledge of AV equipment and limited technology in a meeting environment
• A strong focus on detail and accuracy of work
• Strong time management skills
• Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
• Basic knowledge of Microsoft Office suite and Outlook
• Willingness to participate in daily hands-on room set-up, breakdown, clean-up, as needed.
• Heavy lifting required - Ability to lift at least 30 lbs.
• May require additional time commitment outside of normal business hours
• High School diploma, certificate or official equivalent

Company Benefits

WTW provides a competitive benefit package which includes the following (eligibility requirements apply):

• Health and Welfare: Mental health/emotional wellbeing (including Employee Assistance Program), medical (including prescription drug coverage and fertility benefits), dental, vision, Health Savings Account, Commuter Accounts, Health Care and Dependent Care Flexible Spending Accounts, company-paid life insurance, supplemental life insurance, AD&D, group accident, group critical illness, group legal, identity theft protection, wellbeing program, adoption assistance, surrogacy assistance, auto/home insurance, pet insurance, and other work/life resources.
  • Leave Benefits: Paid Holidays, Annual Paid Time Off (includes state/local paid leave where required), Short-Term Disability, Long-Term Disability, Other Leaves (e.g., Bereavement, FMLA, ADA, Jury Duty, Military Leave, and Parental and Adoption Leave), Paid Time Off (only included for Washington roles)
    • Retirement Benefits: Qualified contributory pension plan (if eligible) and 401(k) plan with annual nonelective company contribution. Non-qualified retirement plans available to senior level colleagues who satisfy the plans’ eligibility requirements.

      EOE, including disability/vets