Site Coordinator

POSITION PROFILE

Accountable for daily operations of solo-person site. Responsible for performing the contracted office services including, but not limited to: Copy services, Courier Services, Managed Print services, Hospitality, Imaging and Mail services.

Job Duties and Responsibilities

1. RECEPTION, CONFERENCE CENTER & CATERING SUPPORT

The normal operating hours for Administrative Reception and Conference Center Support services shall be 8:00 AM to 5:00 PM (Hours

may change after initial training) Monday through Friday, except holidays recognized by the Customer.

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 meeting rooms Track upcoming meeting room bookings Ensure 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

2. FACILITIES SERVICES SUPPORT – COORDINATION

Assist with Facilities-related Services processes, systems and tools - escalate issues in a timely manner and follow up upon completion Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquires Help to maintain the overall cleanliness and order/organization of the office space Assist with the coordination of desk moves Manage all inventory levels (pantry/supplies) including daily stocking of all supplies for office and pantries Participate in Day 1 orientation for new hires Escalate questions/concerns to the Facilities Services Lead

3. MAIL ROOM SERVICES

The normal operating hours for Mail Room Services shall be 8:00 AM to 5:00 PM (Hours may change after initial training) Monday through Friday, except holidays recognized by the Customer.

 

A. USPS

USPS received, sorted and picked up by recipient Accountable Mail received, sorted and picked up by recipient Customer Service

B. Accountable Mail

1.    Accountable Mail will be digitally captured and follow processing procedures

Manually capture barcode Email notification to recipient 2.    Accountable Mail will be picked up by recipient at the mail center and signature captured for complete chain of custody Receive accountable mail from carrier and messenger deliveries

3.    Outbound Accountable will follow processing procedures

Assist clients in outgoing mail and packages which can include messenger services utilizing the WTW preferred vendors

4.    USPS pick up times

4. MISCELLANIOUS SERVICES

    1.    Pantry stocking

    2.    Badge creation and faceplate printing

    3.    Office supply ordering and inventory management

    4.    Printer troubleshooting and paper stocking

    5.    New hire workstation setups (non-computer/IT related)

    6.    Terminated colleague/CSR workstation breakdowns (non-computer/IT related)

    7.    CSR workstation moves

a)    Lifting not to exceed 50 lbs.

Conference room maintenance Reorganizing the seating, stocking pens/markers/notepads, and wiping down the table and white board if necessary Clean up leftover catering food and wiping down conference room table after a lunch meeting. Spot clean carpet coffee stains with Resolve and swap out carpet tiles on occasion. Changing “peel-and-stick” carpet tiles as directed Training room setup and breakdown

  10.    AV and IT smart hands backup

Helping colleagues use the conference room A/V equipment and their workstation peripherals (dock, monitor, keyboard, mouse). Not required to resolve technical issues

i)    Will escalate to the appropriate WTW personnel

Training is quick and no previous IT experience is necessary.

12. Minor cleaning duties/carpet maintenance

 

  QUALIFICATIONS (Education, Experience, and Certifications)

Typically Requires:

High school or GED is required 1+ years of experience in a related field (B2B and/or technical) Previous 1+ year Customer facing work experience required Demonstrated knowledge and understanding of technology

KNOWLEDGE, Skills And Abilities

Tactical thought processing Ability to present to a small group Moderate Problem-Solving Skills Basic Customer Service skills Basic Technical aptitude Basic Written and Verbal Communication skill

 

Working Conditions, MENTAL aND PHYSICAL DEMANDS

Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level Work assignments are diversified. Interpret, comprehend and apply complex material, data and instruction, prepare, provide and convey diversified information Some physical effort required. Work may be sedentary, but does require walking, standing, bending, reaching, lifting, or carrying objects that could weigh up to 50 lbs. (e.g., papers, books, files and small parts, etc.).  Moderate dexterity  regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.