Facilities Services Specialist
2 months ago
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 planningAssist 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
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