Facilities Services Assistant Manager

Willis Towers Watson As; Oslo; On-site; NOK 900,000 - 1,100,000; Full time

Job summary

Willis Towers Watson (WTW) is seeking a Facilities & Workplace Operations Lead for our Norway office. You will oversee daily office operations, manage FM services, vendor contracts, and AS/IT coordination to ensure a safe, efficient, and high-quality colleague experience.

The role combines strategic facilities management with hands-on responsibilities in budgeting, HSE compliance, and business continuity. You will partner with local leadership to drive sustainability and optimize office

Qualifications

• 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.
• Facilities management, vendor management, and procurement expertise.
• Fluency in English and Norwegian.

Responsibilities

• 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.

Skills

Facilities management

Vendor management

Project management

IT/AV troubleshooting

HSE knowledge

English & Norwegian

Strong communication

Interpersonal skills

Education

Degree in business administration / facilities management

Tools

Microsoft Office

Job description

• Sektor Privat

Manage daily office operations, vendor contracts, budgets, HSE compliance, and IT/AV coordination for the company's office in Norway.

• Higher education in business administration, facilities management, or a related field
• Experience in facilities management, office operations, and vendor management
• Knowledge of Norwegian workplace HSE/HMS regulations
• Experience with project management and IT/AV troubleshooting
• Fluency in English and Norwegian

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.

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.

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.

• Business Continuity Management (BCM)
• Microsoft Office

About WTW

WTW (NASDAQ: WLTW) is a leading global insurance brokerage and risk consulting company. With roots dating back to 1828, WTW has 47,000 employees in more than 140 countries and markets.

Through local presence and global expertise, WTW provides tailor‑made solutions adapted to clients’ risks and needs, as well as local trends, markets and legislation.