RE&WS Facilities Services Assistant - Generalist

WTW•Philadelphia, PA

1d•Onsite

About The Position

This role is for a Facilities Services Assistant - Generalist, primarily an in-office role located in the Philadelphia Office. The position encompasses a wide array of support duties, including reception, conference and meeting room setup and catering, general facilities services support, mail and print services, physical security assistance, and records logistics. The assistant will be responsible for managing visitors, ensuring conference rooms are properly equipped and maintained, providing first-line support for facilities systems, assisting with office cleanliness, managing inventory, and supporting new hire orientations. Additionally, the role involves cross-training in mail and courier services, troubleshooting equipment like printers, managing office supplies, issuing access cards, and supporting records management activities. The individual will work closely with Facilities Services Specialists, building management, and external vendors to ensure smooth office operations.

Responsibilities

Perform all duties related to reception/switchboard including call and visitor handling
Meet, greet and announce visitors in a professional manner
Ensure visitors are identified in accordance with security procedures
Handle hotspot/visit office space requests as required
Monitor booking tool and communicate/liaise with colleagues booking conference rooms to verify requirements and expedite changes
Physical set up / break down of rooms for meetings
Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily, as required
Monitor to ensure housekeeping standards are maintained in conference/meeting rooms
Track upcoming conference/meeting room bookings
Ensure conference/meeting rooms are set-up as requested
Organize catered meals and provision of special equipment, as required
Perform daily maintenance and inventory of basic meeting room equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air conditioning
Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms
Provide first line support and guidance for all Facilities Services processes, systems and tools
Escalate issues in a timely manner and follow up/track to ensure issues are resolved appropriately
Also assists with ad-hoc requests for other Greater Philadelphia Market offices
Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquiries
Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures
Assist with basic, first-level IT “smart hands” support (e.g., general troubleshooting)
Help to maintain the overall cleanliness and order/organization of the office space
Assist with checking and coding of vendor invoices; monitor vendor performance
Work with the Facilities Services Specialist, building management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space
Support space management activities, including assisting with the coordination of desk moves
Support maintenance of local asset inventory listings and floor plans
Manage all inventory levels (pantry/supplies) including daily stocking of all supplies for office and pantries
Participate in Day 1 orientation for new hires
Assist with Occupational Health and Safety updates for Greater Philadelphia Market offices (e.g., general space walkthrough for potential hazards)
Perform other Facilities Services duties as identified by the Senior Facilities Services Specialist which may include work on special projects
Escalate questions/concerns to the Senior Facilities Services Specialist
Cross Train in post and courier services to ensure timely collection and delivery
Process outgoing mail and courier services procedures (USPS, FedEx, UPS, and other carriers)
Ensure operation of all mail support equipment and maintenance of Pitney Bowes
Troubleshoot printer problems
Coordinate maintenance of equipment including printers, binding equipment, laminator, postage machines, and courier label machines
Oversee stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records
Escalate Uniflow secure print issues following defined protocols
Ensure compliance with Mail, Print, Reprographics Standard Operating Procedures
Escalate questions/concerns to the Facilities Services Specialist
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; interface with Regional Safety and Security and local office security system vendor, as directed by Facilities Services Specialist
Escalate questions/concerns to the Facilities Services Specialist
Utilize file management software (e.g., OPUS, Iron Mountain Connect) and support first-level troubleshooting
Where applicable, assist colleagues with data entry of new files into OPUS
Print barcoded labels for paper records
Where applicable, assist with the maintenance of central filing areas (e.g., refiling returned records)
Facilitate the retrieval of records from offsite storage, as well as their return to storage
Partner with the business and send inactive records to offsite storage (on an annual basis or due to onsite space constraints)
Maintain records management stock (e.g., files, labels, boxes)
Control access to highly sensitive files in compliance with Records Management guidelines
Escalate questions/concerns to the Facilities Services Specialist /Corporate Records Management