RE&WS Facilities Services Assistant - Generalist Job at Willis Towers Watson (Philadelphia)

Job Description

Note: This is an in-office role in our Philadelphia Office. The Role: Reception/Conference/Meeting Rooms Setup and Catering; Facilities Services Support; Mail/Print Support; Physical Security Support; Records Logistics.

Job Responsibility

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
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
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
Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures
Assist with basic, first-level IT 'smart hands' support
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
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
Perform other Facilities Services duties as identified by the Senior Facilities Services Specialist
Escalate questions/concerns to the Senior Facilities Services Specialist
Cross Train in post and courier services
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 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
Escalate questions/concerns to the Facilities Services Specialist
Utilize file management software and support first-level troubleshooting
Assist colleagues with data entry of new files into OPUS
Print barcoded labels for paper records
Assist with the maintenance of central filing areas
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
Maintain records management stock
Control access to highly sensitive files in compliance with Records Management guidelines
Escalate questions/concerns to the Facilities Services Specialist /Corporate Records Management

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

What we offer

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
other work/life resources
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)
Qualified contributory pension plan (if eligible)
401(k) plan with annual nonelective company contribution
Non-qualified retirement plans available to senior level colleagues who satisfy the plans’ eligibility requirements

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RE&WS Facilities Services Assistant - Generalist

Job Description

Job Responsibility

Requirements

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