Facilities Services Coordinator

About the Role

An exciting opportunity is available to join WTW’s Facilities Services team in our Sydney office. As part of WTW’s Global Real Estate and Workplace Solutions (RE&WS) team, Facilities Services supports the day-to-day workplace experience, including reception, workspaces, catering, meeting rooms, mail services, safety and security, and building-related services.

You’ll be part of a genuinely inclusive and supportive team, with ongoing opportunities for learning and development and strong career progression for the right candidate. This is a full-time, office-based role.

As a Facilities Services Coordinator, you’ll be a key contact for internal and external customers. Working closely with the local team and broader RE&WS colleagues, you will help deliver a safe, welcoming and well-run office environment and support local and global Facilities objectives.

Front of House

• Act as the first point of contact for colleagues, visitors and clients, responding to enquiries and delivering a high standard of customer service.

• Manage reception duties including call handling and visitor sign-in/management.

• Meet, greet and announce visitors in a professional and courteous manner.

• Ensure visitors are identified in line with security procedures and provided with required safety information.

• Maintain visitor and guest access cards in accordance with office procedures.

• Arrange local, interstate and international couriers, and coordinate the distribution of incoming and outgoing mail.

   

   

Conference/Meeting Room Setup and Catering

• Maintain customer-facing conference and meeting rooms to a high standard (clean, tidy, presentable), ensuring required equipment and refreshments are available.

• Support colleagues with meeting room bookings as needed.

• Coordinate catering requests, including ordering, set-up and pack-down where required.

• Complete daily checks and basic maintenance of meeting room equipment, furniture, lighting and air conditioning, escalating issues as needed.

• Proactively maintain excellent housekeeping standards across conference and meeting rooms throughout the day.

• Liaise with colleagues booking conference rooms to confirm requirements and manage changes.

Facilities Support 

• Monitor the local Facilities Services mailbox and respond promptly and professionally to enquiries.

• Assist with new starter office inductions and tours.

• Overview see the cleanliness and organisation of the office, including shared spaces and amenities.

• Assist with managing office supplies, placing orders as required.

• Coordinate repairs and maintenance for office fixtures, furnishings, equipment, space and services.

• Liaise with building management regarding common-area services and issues.

• Maintain and update local asset and equipment inventory records.

• Support Corporate Real Estate initiatives and activities as required.

• Provide office related work health & safety support as needed, including undertaking Fire Warden and First Aid training (as required for the role).

• Support with other Facilities Services tasks as needed.

Role Requirements 

• Experience in a professional office environment (preferred but not essential).

• Strong customer service and a can-do attitude.

• A willingness to develop new skills and grow professionally.

• Professional presentation.

• Reliable and punctual.

• Highly organised; able to prioritise and meet deadlines.

• Strong written and verbal communication (business-standard English).

• Intermediate Microsoft Office skills (Word, PowerPoint, Outlook).

• Comfortable with basic meeting-room AV troubleshooting (training provided).

At WTW, we believe that a culture of inclusion and diversity is critical to our business. It's not a separate initiative – rather it’s fundamental to everything we do. We are an equal-opportunity employer who is committed to fostering an inclusive work environment and embrace diversity including gender, nationality, disability, age, marital/parental status, ethnicity, gender identity and sexual orientation. We welcome applications from people from all backgrounds.  

In the spirit of reconciliation Willis Towers Watson acknowledges the Traditional Custodians of country throughout Australia and their connections to land, sea and community. We pay our respect to their Elders past and present and extend that respect to all Aboriginal and Torres Strait Islander peoples today. 

We’re committed to equal employment opportunity and provide application, interview and workplace adjustments and accommodations to all applicants. If you foresee any barriers, from the application process through to joining WTW, please email candidate.helpdesk@willistowerswatson.com