The Company **Go beyond.** At Towers Watson, we are more than individuals. We are a community focused on helping our colleagues and clients thrive and succeed. Towers Watson is a leading global professional services company that helps organizations improve performance through effective people, financial and risk management. With 14,000 associates around the world, we offer solutions in the areas of benefits, talent management, rewards, and risk and capital management. The Business
Office Services associates are responsible for providing the environment, processes, equipment and resources that efficiently and effectively help our Towers Watson colleagues meet client demands and the overall objectives of the organization.
Our focus is on providing outstanding customer service. To do this, we’ll draw upon guidance from business segment and corporate function leaders. Coordinating across all internal constituencies will allow us to support and manage day-to-day functionality and broader company-wide programs.
We are responsible for the ongoing administration and execution of corporate policies and programs in partnership with business and corporate function leadership.
The Role
As an Office Services Assistant you will serve as a key resource for internal and external clients in a Towers Watson office, and will perform a combination of the following tasks, based on specific location requirements: providing some reception support; ensuring conference/meeting rooms are set up, audio-visual equipment functioning and catering needs for meetings are met; print, post and purchasing support; responding to facilities related issues (e.g. lighting, HVAC, furniture repairs, etc.); supporting records management through hardcopy file setup, filing, records system updates, archiving, etc.; miscellaneous other duties. You are expected to work as a team player in achieving practice objectives and meeting defined service level targets.
Performance Objectives:
Reception
* Perform all duties related to the 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/visitor office space requests as required
Conference/Meeting Room Setup and Catering:
* Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily, as required.
* 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.
* Communicate and liaise regularly with associates booking conference rooms to verify requirements and expedite changes.
* Develop and maintain strong relationships with caterers and local vendors.
Print, Post and Purchasing Support:
* Manage post and courier services to ensure timely collection and delivery.
* Oversee stationery supplies and stock levels. Place orders for stationery and general office supplies, and maintain proper records.
* Assist with checking and coding of vendor invoices, as required, and monitoring of vendor performance, escalating questions/concerns to the Office Services Manager.
* Print, bind and produce client reports/proposals/other materials in a timely, accurate and professional manner (for medium, and larger size offices).
* Printer equipment support
Facilities Support:
* Help to maintain the overall cleanliness and order/organization of the office space.
* Work with building management, office management, Corporate Real Estate and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment and space.
* Liaise with building management regarding common area services.
* Support maintenance of local asset inventory listings.
* Support maintenance of up-to-date floor plans and associated documentation.
* Assist with the coordination of workstation moves and other space adjustments to meet business needs.
* Ensure office equipment is properly maintained.
* Support Corporate Real Estate activities as necessary.
* IT Liaison support for IT vendors, IT equipment, and local office IT communications as needed
Records Support:
* Assist with setup of new hardcopy client/project files.
* Help to maintain records inventory, e.g. update file management system / spreadsheet / other inventory tool.
* Assist with filing (inter-filing and re-shelving).
* Ensure adequate levels of records management supplies are maintained.
* Assist with archiving and retrieval of records from on-site filing area(s) and from off-site storage.
Miscellaneous Support:
* New Hire fulfillment and orientation support
* Associate Termination support
* Perform other Office Services duties as directed by the Office Services Manager
The Requirements
* 2+ years experience in a professional office environment providing general Office Services support
* Exceptional customer service skills
* Strong interpersonal skills, and the ability to deal professionally with clients, vendors and associates 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
* 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 or Lotus Notes
* Knowledge of AV equipment and limited technology in a meeting environment
* Heaving lifting may be required
* May require additional time commitment outside of normal business hours
* High School diploma, certificate or official equivalent
* Language preferred – Bilingual
Any unsolicited resumes/candidate profiles submitted through our web site or to personal e-mail accounts of employees of Towers Watson are considered property of Towers Watson and are not subject to payment of agency fees. In order to be an authorized Recruitment Agency/Search Firm for Towers Watson, any such agency must have an existing formal written agreement signed by an authorized Towers Watson recruiter and an active working relationship with the organization. Resumes must be submitted according to our candidate submission process, which includes being actively engaged on the particular search. Likewise, for our authorized Recruitment Agencies/Search Firms, if the candidate submission process is not followed, no agency fees will be paid by Towers Watson.
*Job ID#:* 16640
*Location:* Miami, FL
*Segment* Corporate
*Business Area* Office Services
*Employment Status:* Regular Full-Time
*Minimum Education:* High School Diploma
*Minimum Experience:* 2 years