Office Assistant/Administrative Assistant

Facilities Services Assistant

Location- Philadelphia, PA

Duration- 12 months

NOTE- look for Office Assistant or Administrative Assistant candidate

A Facilities Services Assistant – Generalist serves as a key resource for internal and external clients in a WTW office. Based on the needs of the office, the scope of responsibilities outlined below will vary

The role

Reception and Facilities Services Support

§ Perform 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 hoteling/visitor office space requests as required

o Monitor to ensure housekeeping standards are maintained

§ Help to maintain the overall cleanliness and order/organization of the office space

§ 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

o Also assists with ad-hoc requests for the office / market

o Monitor the local Facilities Services mailbox, responding promptly to inquiries

§ Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures

§ Assist end users with operation of audio visual equipment

§ Assist with checking of vendor receipts invoices; monitor and report vendor performance to Facilities Services Specialist

§ Work with the Facilities Services Specialist, We Work Management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space

§ Assisting in activities related to the Freespace monitoring system (checking sensors, battery replacement)

§ Assist with Occupational Health and Safety updates (e.g., general space walkthrough for potential hazards)

§ Perform other Facilities Services duties as identified by the FSS including special projects

§ Escalate questions/concerns to the Facilities Services Specialist

Secondary/Other Responsibilities

§ Back-up support to conference center assistant

• Physical set up / break down of rooms for meetings

o Track upcoming conference/meeting room bookings

§ Organize catered meals and provision of special equipment, as required

Other

§ 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)

§ Escalate Uniflow secure print issues following defined protocols

§ Escalate questions/concerns to the Facilities Services Manager

Records logistics

§ Facilitate the retrieval of records from offsite storage, as well as their return to storage

§ Control access to highly sensitive files in compliance with Records Management

§ Escalate questions/concerns to the Facilities Services Specialist/Corporate Records Management

The Requirements

§ 2 years’ 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

§ 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.

§ Heavy lifting required - Ability to lift at least 25 lbs.

§ May require additional time commitment outside of normal business hours

§ High School diploma, certificate or official equivalent

Job Type: Contract

Pay: $21.00 - $22.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Facilities Services Support: 5 years (Preferred)
• compliance with Records Management: 5 years (Preferred)
• general office support: 5 years (Preferred)
• customer service skills: 5 years (Preferred)
• set up of rooms for meetings: 5 years (Preferred)
• conference/meeting room bookings: 5 years (Preferred)
• conference center assistant: 5 years (Preferred)

Ability to Commute:

• Philadelphia, PA 19103 (Required)

Ability to Relocate:

• Philadelphia, PA 19103: Relocate before starting work (Required)

Work Location: In person

Salary : $21 - $22