RE&WS Facilities Services Assistant - Generalist

WTW•Philadelphia, PA

17h•Onsite

About The Position

This is an in-office role in our Philadelphia Office. The Facilities Services Assistant - Generalist will perform a variety of duties related to reception, conference/meeting room setup and catering, facilities services support, mail/print support, physical security support, and records logistics. This role provides first-line support for Facilities Services processes and systems, assists with IT troubleshooting, manages inventory, and ensures compliance with various standard operating procedures. The position requires strong customer service skills, the ability to adapt to changing priorities, and a willingness to perform hands-on tasks, including heavy lifting.

Requirements

2+ years of experience in a professional office environment providing general office support
Exceptional customer service skills
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 and punctual
Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively
Knowledge of AV equipment and limited technology in a meeting environment
A strong focus on detail and accuracy of work
Strong time management skills
Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
Basic knowledge of Microsoft Office suite and Outlook
Willingness to participate in daily hands-on room set-up, breakdown, clean-up, as needed
Ability to lift at least 30 lbs
May require additional time commitment outside of normal business hours
High School diploma, certificate or official equivalent

Responsibilities

Perform reception duties including call and visitor handling, greeting visitors professionally, and ensuring security procedures are followed.
Monitor booking tools and liaise with colleagues regarding conference room requirements and changes.
Set up and break down rooms for meetings, ensuring they are stocked with equipment and refreshments.
Maintain housekeeping standards in conference and meeting rooms.
Organize catered meals and special equipment for meetings.
Perform daily maintenance and inventory of meeting room equipment.
Provide first-line support for Facilities Services processes, systems, and tools, escalating issues as needed.
Monitor the Facilities Services mailbox and Service Central queue, responding promptly to inquiries.
Ensure compliance with Soft Services and IT Smart Hands Standard Operating Procedures.
Assist with basic, first-level IT “smart hands” support.
Maintain the overall cleanliness and organization of the office space.
Assist with checking and coding vendor invoices and monitoring vendor performance.
Work with Facilities Services Specialist, building management, and vendors to arrange for repairs and maintenance.
Support space management activities, including coordinating desk moves.
Maintain local asset inventory listings and floor plans.
Manage all inventory levels (pantry/supplies) and stock supplies for the office and pantries.
Participate in Day 1 orientation for new hires.
Assist with Occupational Health and Safety updates, including space walkthroughs for potential hazards.
Perform other Facilities Services duties as identified by the Senior Facilities Services Specialist.
Cross-train in post and courier services for timely collection and delivery, and process outgoing mail and courier services.
Ensure operation and maintenance of mail support equipment and Pitney Bowes.
Troubleshoot printer problems and coordinate maintenance of equipment.
Oversee stationery supplies and stock levels, and place/coordinate orders.
Escalate Uniflow secure print issues following defined protocols.
Ensure compliance with Mail, Print, Reprographics Standard Operating Procedures.
Utilize the CCure system (or other local access card system) to issue photo access cards.
Liaise with the building access system administrator to add/delete colleagues.
Troubleshoot security access system issues.
Utilize file management software (e.g., OPUS, Iron Mountain Connect) and support first-level troubleshooting.
Assist colleagues with data entry of new files into OPUS and print barcoded labels for paper records.
Assist with the maintenance of central filing areas.
Facilitate the retrieval and return of records from offsite storage.
Partner with the business to send inactive records to offsite storage.
Maintain records management stock (e.g., files, labels, boxes).
Control access to highly sensitive files in compliance with Records Management guidelines.

Benefits

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
Other work/life resources
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)
Qualified contributory pension plan (if eligible)
401(k) plan with annual nonelective company contribution
Non-qualified retirement plans available to senior level colleagues who satisfy the plans’ eligibility requirements