Facilities Services Assistant

Willis Towers Watson - San Diego, CA (30+ days ago)3.8

Full-time

Facilities Services ensures Willis Towers Watson has effective and efficient local support services, executed with a focus on managing costs, mitigating risk and supporting our brand.
Our associates are responsible for providing the environment, processes, equipment and resources that efficiently and effectively help our Willis Towers Watson colleagues meet client demands and the overall objectives of the organization. We are responsible for the ongoing administration and execution of corporate policies and programs in partnership with business and corporate function leadership.

As a Facilities Services Assistant you will serve as a key resource for internal and external clients in a Willis Towers Watson office, and will perform a combination of the following tasks, based on specific location requirements: provide facilities support; handle equipment and inventory; furniture, fixture repairs and/or replacements; submit work orders for carpet cleaning, HVAC, lighting, etc.; perform office workstation moves, prep and clear desks; assist with equipment refreshes; print, post and purchasing support; document printing and binding, pantry and print area stocking and maintenance; ordering and delivering office supplies; collection and delivery of mail and courier shipments; work closely with vending and coffee vendors to ensure product par levels; assist with conference room set ups, audio-visual equipment testing and functionality; respond to facilities-related issues; perform backup coverage duties for the receptionist, 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:
Respond to Facilities Services mailbox requests and inquires as directed by the Facilities Manager.
Help to maintain the overall cleanliness and order/organization of the office space.
Ensure office equipment i.e., printers, appliances, TV monitors, desk phones, etc. are properly maintained.
Support computer equipment, peripherals and loaner laptop inventories.
Work with building management, office management, Corporate Real Estate and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment, space, and services.
Support maintenance of local asset inventory listings.
Assist with the coordination of workstation moves and other space adjustments to meet business needs.
Support Corporate Real Estate activities as necessary.

Reception (Back-up Support):
Perform all duties related to the reception/front desk including call and visitor handling.
Meet, greet and announce visitors in a professional manner.
Ensure visitors are identified in accordance with security procedures.
Handle Flex Work Space/Visitor space requests as required
Maintain visitor/guest security cards and issue loaner cards to vendors and colleagues.

Print, Post and Purchasing Support:
Perform post and courier services to ensure timely collection and delivery.
Oversee office supplies and stock levels. Place orders for general office supplies, computer equipment and maintain proper records.
Print, bind and produce materials in a timely, accurate and professional manner.
Ensure goods and services provided by vendors are acceptable and satisfactory.

Conference/Meeting Room Setup:
Assist to ensure conference rooms and meeting rooms have clean and proper equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air, blinds/shades and undamaged furniture.
Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms.

New Hire and Other HR-Task Related Support:
Partner with other FSA with the onboarding of new colleagues; order bundle equipment, set up the desk/office and deploy computer for remote IT to access.
Respond to other Onboarding/Offboarding action items, as directed by the Facilities Services Manager.

Business Continuity and OH&S :
Participate in Business Continuity efforts and projects.
Be an active participant in Emergency protocols and a Safety Marshal Team member. Assist with Generator and Fuel Tank Room maintenance.

Misc. other duties:
Perform Records Management processes for onsite and off storage file management, as directed. The Requirements :
2+ years’ experience in a professional office environment providing office or facilities support, or similar experience is preferred, but not required
Experience in working in large offices, is preferred, but not required
Must be willing to work as a Team member and in a Team environment
Must also be able to work independently, with no direct supervision
Exceptional customer service skills
Strong interpersonal skills, and the ability to deal professionally with clients, vendors and colleauges 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
Must be able to demonstrate the ability to multi-task and prioritize effectively, with constant shoulder-taps and interruptions to workflow
A strong focus on detail and accuracy of work; possess strong follow-up skills to all tasks.
Must be proactive and seek out continuous process improvements, whilst following directives and protocols
Strong time management and organizational skills
Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
Proficiency in Outlook and experience of Microsoft Office suite is preferred, but not required
Must be comfortable working in a highly visible role and willing to cross-train for team coverage
Must be able to lift up to 30lbs; stretching, bending, leaning, walking and standing for long periods of time
May require additional time commitment outside of normal business hours
High School diploma, certificate or official equivalent