Facilities Services Conference Coordinator

WTW•Chicago, IL

1d•Onsite

About The Position

This is an in-office role where the Facilities Services Conference Coordinator will ensure that appropriate staff, processes, and tools are in place to support the efficient and effective delivery of services in the Chicago, IL office. These services include conference/meeting room logistics, conference/meeting room organization, catering & food service, and reception back-up. The role involves introducing processes and services to ensure consistently high standards of presentation in the reception and conference center, supported by proactively developing and analyzing service metrics. The coordinator will work closely with key contacts within each line of business, IT, and Procurement to ensure services meet requirements, align on business needs and solutions (especially technology-related), and reduce costs of supplies and services. The position also involves assisting the Facilities Services Manager and advocating for Willis Towers Watson Values.

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.
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.

Nice To Haves

College/University degree preferred.

Responsibilities

Ensure appropriate staff, processes, and tools are in place to support the efficient and effective delivery of conference/meeting room logistics, conference/meeting room organization, catering & food service, and reception back-up in the Chicago, IL office.
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.
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 alignment in the 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, and 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.
Assist in the implementation of the firm’s security policies and procedures, thereby reducing operational risks in each office.

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)
Paid Time Off (only included for Washington roles)
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.