Facilities Services Conference Coordinator

Note: This is an in-office role 

The Role 

• As the Facilities Services Conference Coordinator, ensure that appropriate staff, processes, and tools are in place to support the efficient and effective delivery of the following services in the Chicago, IL office:

  • Conference/meeting room logistics

  • Conference/meeting room organization

  • Catering & Food Service 

  • Reception Back-Up

• Introduce processes and services which ensure consistently high standards of presentation in the reception and conference center – supported by proactively developing and analyzing service metrics as appropriate

• Work closely with key contacts within each line of business to ensure the services provided in the conference center meet requirements 

• Work closely with IT to ensure we are aligned in our identification of business needs and development of solutions, particularly those which rely on technology such as audio/visual support, VC hybrid meeting support, conference and meeting room booking, workspace booking

• Work closely with Procurement, and other Facilities Services colleagues to actively reduce the costs of supplies and services provided by Facilities Services – with a particular emphasis on catering and meeting room supplies and services

• Assist the Facilities Services Manager as required to ensure consistent delivery of services

• Advocate and role model the Willis Towers Watson Values

• Catering and audio-visual services 

• Assist in the implementation of the firm’s security policies and procedures, thereby reducing operational risks in each office

The Requirements

• Minimum of 5 years’ experience of hands-on operations management in conference/meeting logistics, reception, catering and audio-visual services within a client-focused professional services environment, preferably in a corporate conference center or hospitality environment 

  • Customer service orientation to develop relationships with key contacts within the business; strong desire to deliver value-added support to external and internal clients 

  • Sound decision-maker, owner and accountable at all levels. Communicating a clear stance on key issues

  • Success in the development and implementation of reception, conference/meeting room logistics, catering and audio-visual processes, procedures and guidelines that drive efficiency and service excellence 

  • Strong written and verbal communication skills used to effectively facilitate the understanding of a full range of views to develop firm-wide support for business initiatives

  • Recognized as a positive change agent in response to changing business dynamics and support requirements

  • Proven strength in building positive working relationships with local/geography/regional colleagues

  • Effective influencing skills and ability to assist key stakeholders in reaching satisfactory resolutions. 

  • Demonstrated experience with cross-functional teams

•  Other Requirements

  • Proven analytical, organizational, and project management skills

  • Proven problem solving and decision-making skills used to respond to the needs of diverse stakeholders.

  • Willingness to participate in daily hands-on room set-up, break-down, clean-up.  Ability to lift at least 30 lbs.

  • Flexibility to work outside of normal working hours periodically

  • Proficiency in the use of technology (e.g., MS Office)

  • Previous experience in high volume conference center, hotel, or professional firm

  • College/University degree preferred

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

Compensation and Benefits 

Base salary range and benefits information for this position are being included in accordance with requirements of various state/local pay transparency legislation. Please note that salaries may vary for different individuals in the same role based on several factors, including but not limited to location of the role, individual competencies, education/professional certifications, qualifications/experience, performance in the role and potential for revenue generation (Producer roles only).

Compensation

The base salary compensation range being offered for this role is $65,000.00 USD annually. This role is also eligible for an annual short-term incentive bonus.

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