Facilities Services Specialist

The Role 

 As Facilities Services Specialist, you will serve as a key resource for internal and external clients in the Willis Towers Watson office, and will perform a combination of the following tasks, based on specific location requirements: providing some reception support; 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. Occupational, Health and Safety (OHS), Business Continuity, lighting, HVAC, furniture repairs, etc.); supporting records management through hardcopy file setup, filing, records system updates, archiving, etc.; miscellaneous other duties. You are expected to work as a team player in achieving practice objectives and meeting defined service level targets.

Performance Objectives:

Facilities Support:

• Help to maintain the overall cleanliness and order/organization of the office space
• Work with building management, office management, Corporate Real Estate and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment and space
• Support maintenance of local asset inventory listings
• Support maintenance of up-to-date floor plans and associated documentation
• Assist with the coordination of workstation moves and other space adjustments to meet business needs
• Ensure office equipment is properly maintained
• Support Real Estate & Workplace Solutions activities as necessary
• Support health and safety initiatives
• Support business continuity and contingency planning
• Assist with records management

Conference/Meeting Room Setup and Catering:

• Organize catered meals and provision of special equipment, as required
• Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms and ensure all meeting room equipment is in tip top condition. 

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 and kitchen 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
   

Requirements 

• Min 3 years’ experience in a professional office environment providing general Facilities Services support
• Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively
• A strong focus on detail and accuracy of work
• Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
• Proficiency in MS Office Suite 
• May require additional time commitment outside of normal business hours
• College Certificate/Diploma in relevant field
• 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 with strong time management skills and punctual