Facilities Services Assistant Manager

Description

• The Real Estate & Workplace Solutions (RE&WS) function delivers the workplace environment, processes, services, and resources that help colleagues thrive and meet client needs. This includes hard and soft FM services, workplace experience, vendor/contract management, sustainability, security, and business continuity.

• The role

• This role combines strategic facilities management, vendor/contract oversight, and office operations leadership with administrative coordination responsibilities in Norway.

• The position ensures smooth, efficient, and safe workplace operations while enabling a high-quality colleague experience. It requires strong coordination, stakeholder management, and the ability to balance strategic initiatives, operational excellence, and hands-on problem solving.

Key Responsibilities

• Facilities Management & Workplace Operations

• • Manage daily office operations including reception, mailroom, catering, meeting space management, and general office services.
• • Oversee hard and soft FM services, maintenance, workplace repairs, cleaning, ergonomics, and space planning.
• • Act as primary point of contact for the IFM (Integrated Facilities Management) contract.
• • Conduct and coordinate preventive and corrective maintenance programs.
• • Administer access control and physical security systems.
• • Lead local real estate-related projects, office moves, upgrades, and refurbishments, with REWS
• • Drive sustainability initiatives including energy efficiency, waste reduction, and water conservation aligned with WTW goals.

• Vendor & Contract Management

• • Build and maintain strong vendor relationships across Norway.
• • Manage procurement processes, oversee tendering where required, and approve invoices in accordance with company policies.
• • Monitor contract performance and compliance with company standards.

• Budgeting & Financial Management

• • Prepare, manage, and track annual operating budgets for facilities services.
• • Monitor spending, forecast costs, and identify saving opportunities without compromising service standards.
• • Maintain procurement documentation and financial reporting for audit compliance.

• Health, Safety, Security (HSE) Compliance & Business Continuity (BCP) Reporting

• • Act as the local owner of workplace HSE/HMS documentation, ensuring records, risk assessments, inspections, and action plans are maintained and auditable in line with Norwegian and WTW requirements.
• • Prepare and contribute to regular reporting on HSE performance, incidents, near misses, and corrective actions for local leadership and relevant Group functions.
• • Act as HSE/HMS point of contact for Worker’s Council (AMU), attend meetings and provide support for all HSE/HMS related matters.
• • Act as Business Continuity Plan (BCP) coordinator in Norway
• • Support the development, maintenance, and local testing of BCP and workplace emergency procedures, ensuring alignment with Group BCP frameworks
• • Act as a key contributor during BCP development, review, audits, and incident follow-ups, coordinating actions across Facilities, IT, HR, and local leadership.
• • Ensure workplace-related compliance risks are identified early and escalated appropriately

• Event & Hospitality Coordination

• • Plan and execute internal events such as WTW Day, seasonal celebrations, and leadership meetings.
• • Support client-facing events in collaboration with Sales and Marketing as well as business leaders.
• • Ensure consistent branding, signage, and hospitality standards.

• IT & AV Coordination

• • Coordinate onboarding and offboarding from a workplace perspective.
• • Support the availability and reliability of meeting room technology, AV solutions, and digital collaboration tools, ensuring a seamless user experience in day-to-day operations and client-facing settings
• • Maintain accurate inventory records of AV assets and coordinate replacements, upgrades, and disposals in line with internal policies.
• • Escalate recurring issues, risks, or improvement opportunities related to the digital workplace to relevant Group or Regional stakeholders.

• Cross-Functional Support

• • Support senior leadership and HR in-line with Internal processes.
• • Support Finance with procurement workflows and invoice management.
• • Coordinate with Marketing on branding, signage, and event materials.

Qualifications

• About you
• Higher education in business administration, management, facilities management, or related field.
• Experience in facilities management, office operations, executive support, and vendor management.
• Knowledge of workplace HSE/HMS regulations.
• Strong experience within project management.
• Familiarity with IT systems and AV technology troubleshooting.
• Strong MS Office proficiency (Excel, Word, PowerPoint, Outlook).
• Facilities management, vendor management, and procurement expertise.
• IT/AV troubleshooting ability.
• Fluency in English and Norwegian
• Proactive, structured, and detail-oriented approach.
• Strong communication and interpersonal skills.
• Ability to multitask, prioritize, and manage complex projects.
• Independent working style with strong initiative.
• Relationship-builder with solid business understanding.