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Office Services Specialist

Company: Boston Consulting Group
Location: Summit
Posted on: November 11, 2019

Job Description:

What you will doUnder the general direction of the Office Services Lead, the Office Services Specialist will be responsible for the day-to-day Facilities/Office Services support operations of the New Jersey office, to ensure that BCG is running smoothly, efficiently, and productively. The primary responsibilities of the role include, but are not limited to, maintaining the facilities of the office, providing back up to other members of the Office Services team, managing vendor relationships, supporting the New Jersey office's events, trainings, and meetings as well as provide support for the Crisis Management team.

WHO WE AREBCG pioneered strategy consulting more than 50 years ago, and we continue to innovate and redefine the industry. We offer multiple career paths for the world s best talent to have a real impact on business and society. As part of our team, you will benefit from the breadth and diversity of what we are doing today and where we are headed next. We count on your authenticity, exceptional work, and strong integrity. In return we are committed to supporting you in discovering the most fulfilling career journey possible and unlocking your potential to advance the world.

BST is the operational heart of our business and is invaluable to our success. Roles such as finance, human resources, risk, and IT, help propel BCG forward. BST employees support the core of the organization and provide outstanding value to the business.

As a BST member, you will work with inspiring, talented, dedicated, and curious colleagues in an energizing, fast-paced environment in which people are treated with respect and help one another to succeed. Working at BCG provides you with the opportunity to grow through interesting and challenging work and to have an active voice in your personal career development.

YOU BRING (EXPERIENCE & QUALIFICATIONS)

* Bachelor s Degree preferred, with 3-5 years in an office environment or equivalent work experience, preferably in a professional services firm

* Ability to spend significant time walking and standing

* Ability to lift and deliver large packages; move tables, chairs, furniture

* Flexibility to work overtime

* Strong interpersonal and communication skills

* High energy and enthusiasm, with a willingness to get involved

* Ability to multitask and work effectively in a challenging, fast-paced environment

* Ability to take initiative, be timely and meet deadlines

* Computer literacy required with knowledge of Microsoft Word, Excel, PowerPoint

YOU'RE GOOD AT Maintaining overall appearance of the office:

* Proactively checking all conference rooms, communal areas, offices and workstations often throughout the day to ensure that all work areas are clean and supplies are fully stocked

* Checking IT equipment to make sure they are functioning, clean and organized; disposing of any client confidential material that has not been picked up in a timely manner

* Working with the janitorial staff on any specific cleaning needs

Supporting office supplies, maintenance and repairs:

* Ensuring appropriate supplies are stocked and organized in shared workspaces

* Acting as a resource during office repairs, liaising with office services team, employees, building & vendors as necessary

* Monitoring the basic functions of the printers, faxes and copy machines by replacing paper and toner; trouble shooting and calling for repairs when necessary

Individual office/desk moves:

* Supporting and implementing the movement of personnel and furnishings, including IT equipment

* Preparing offices and work spaces for new staff members

* Cleaning out offices/spaces promptly when staff members depart or move

* Coordinating with Human Resources for when new hires begin, and ensuring that their assigned spaces are clean and properly stocked

Mail coordination:

* Maintaining office mail supplies, including updating postage meter and postage rates in accordance with the United States Postal Service

* Distribute and collect mail

* Forward mail once a week to designated employees and/or former employees

Kitchen Coordination:

* Maintaining office kitchens by proactively replenishing all kitchen supplies, food/drinks, etc. Please note: heavy lifting is required, which can include large cases of food and drinks; able to use a step ladder

* Coordinating with Catering by setting up, maintaining and breaking down food and beverages for numerous office meetings, events, trainings, and staff lunches

* Responsible for overall cleanliness and organization of office kitchens during the day. Ensuring proper maintenance of kitchen equipment and disposal of trash

* Emptying of the dishwasher, putting dishes/sups/utensils away, washing dishes when needed

* Cleaning, set-up, and maintenance of all appliances, including the coffee machines and refrigerators

Office Events & Meetings:

* Responsible for overall cleanliness and organization of conference rooms and ensuring they have adequate supplies

* Coordinating with meeting organizers & office services team to ensure all meeting needs are met, including catering, catering set-up/maintenance/breakdown, furniture arrangement, IT and other room set-up

* Good working knowledge of our conference room/meeting technology in order to support basic IT needs along with ability to troubleshoot common user issues

* Coordinating and supervising client and case team visits; develop processes and procedures to ensure high quality experience for all guests; assist guests and teams as needed

* Managing the relationship with building management teams (housekeeping and real estate management companies) by responding to all inquiries and resolving them in a timely manner

* Facilitating all office moves with staff and support functions (e.g., IT), communicate seating changes to staff, update office signage and floor maps

Teaming/Misc:

* Organization, responsiveness, and ability to handle challenges with poise and tact. Flexibility as a team player with customer service qualities and the ability to have strong attention to detail in a fast paced environment

* Providing backup to the other members of the Office Services team as necessary, especially on days with multiple internal events or when other team members are out of office

* Supporting the Crisis Management Team s needs and plans

* Partner with HR on promotion boards/gifts

* Give New Hires Office Tours during orientation

* Executing on other duties as assigned

The Boston Consulting Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity / expression, national origin, protected veteran status, or any other characteristic protected under federal, state or local law, where applicable, and those with criminal histories will be considered in a manner consistent with applicable state and local laws.

Keywords: Boston Consulting Group, New York , Office Services Specialist, Administration, Clerical , Summit, New York

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