RE&WS Facilities Services Assistant - Generalist

Job Description

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

The Role

Reception/Conference/Meeting Rooms Setup and Catering

• 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

Facilities Services Support

• 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
  
  • Also assists with ad-hoc requests for other Greater Philadelphia Market offices
  • Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquiries
• Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures
  
  • Assist with 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

Mail/Print Support

• 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

Physical Security Support

• 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

Records Logistics

• 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

The Requirements

• 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

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

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.

Pursuant to the San Francisco Fair Chance Ordinance and Los Angeles County Fair Chance Ordinance for Employers, we will consider for employment qualified applicants with arrest and conviction records.

This position will remain posted for a minimum of three business days from the date posted or until sufficient/appropriate candidate slate has been identified.

EOE, including disability/vets