Facilities Services Assistant Manager

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.