Office Experience Assistant

3 weeks ago

Montreal, Canada Boston Consulting Group Full time
WHAT YOU'LL DO
The Office Services Assistant provides front desk coverage, assistance with facilities maintenance, meeting and event coordination as well as any administrative requirements in general for the Montreal office. These duties are performed with the highest level of customer service. As a member of the Office Services team, you will:Facilities & Coordination:
  • Handle maintenance calls to building representatives (i.e., temperature control, bulb replacement, general repairs etc.) and follow through until all issues are resolved
  • Manage purchasing of kitchen and office supplies; routinely restock kitchen and office supplies as needed
  • Maintain overall appearance of conference rooms, workspaces and kitchen daily; provide assistance if immediate clean-up of a public space is required
  • Facilities duties to include, but not limited to:
    • Maintaining overall appearance of the office
      • Check all conference rooms, communal areas, offices and workstations throughout the day to ensure that all work areas are clean, and supplies are fully stocked
      • Check all printers to make sure they are fully stocked with paper and functioning properly; dispose of any client confidential materials that have not been picked up from the previous day
      • Coordinate recycling/shredding efforts
      • Perform other projects as assigned or required (quick errand outside of the office for urgent request of materials)
    • Kitchen coordination
      • Responsible for overall cleanliness and organization of office kitchen and ensure proper maintenance of kitchen equipment
      • Replenish kitchen supplies throughout the day
      • Take weekly inventory of supplies and order as necessary
      • Facilitate catering order placement and clean-up for any all-staff or internal meetings
Events & Special Projects
  • Assist with research, logistics and set-up for both internal and external events; manage food orders from outside caterers; process invoices, manage budgets and identify opportunities for savings
  • Provide support with any special or internal projects such as annual review of vendors, pilot of new room booking tools etc.
  • Other duties as needed.

Hospitality
  • Greet visitors in a professional and courteous manner
  • Communicate effectively and professionally via phone, email and in-person with all levels of BCG staff, clients and guests
  • Obtain information to promptly direct callers to appropriate BCG / external resources
  • Handle guestsâ individual needs during their visit, including registration, office assignment, direction of car and food service requests and administrative/logistics support
  • Maintain meetings and events calendar, ensuring all meetings are entered in the room booking reservation system.
  • Other duties as needed.

YOU'RE GOOD AT
  • There are a few key things we look for â do you have what it takes to step into these shoes?
    • High customer service orientation â highly responsive, strong interpersonal and communication skills, wants to deliver great results at all times
    • Meticulous attention to detail and follow-through; perform tasks with high degree of accuracy and efficiency
    • Excellent organizational and time management skills; ability to meet deadlines
    • Excellent oral and written communication skills
    • Ability to successfully manage competing priorities, keeping constant sight of the overall objectives
    • High degree of flexibility in a demanding, fast-paced and frequently changing environment
    • Sweats the small stuff â strong attention to detail and accuracy, particularly when under pressure
    • Organized â excellent at time and project management, has clear systems and composure to deal with multiple tasks at once and ensures everything gets done in a timely manner
    • Relationship-oriented â extremely people focused with a certain 'joie de vivre' and the ability to develop effective working relationships with the Consulting Team, clients, and the wider Business Services Team (BST)
    • Good judgment â highly professional and diplomatic (dealing with consultants who can be very demanding at times can be a challenge, but a challenge you're up for), knows when to ask for help or advice, is perceptive and practical
    • Trustworthy -- discreet (you will be privy to confidential information)
    • Team player â proactively seeks opportunities to help others, will go above and beyond in order to get the job done

YOU BRING (EXPERIENCE & QUALIFICATIONS)
    • 1-2 years in an office or customer services environment
    • Ability to spend significant time walking and standing
    • Ability to lift and deliver large packages
    • Ability to work within a budget
    • Flexibility to work overtime
    • Computer literacy required with good knowledge of Outlook, Microsoft Word, Excel, PowerPoint
    • Language requirement: Bilingualism (French and English, spoken and written), essential.

YOU'LL WORK WITH
While the consultants spend most of their time at the client site, back here at home base (aka the Montreal office) you will be surrounded by a business services team (BST) that consists of a group of really smart, highly motivated, and team-oriented people. Office Services Assistants actively participate in office life, are flexible and willing to help fellow Business Services Team (BST) members and collaborate across functions. We work hard together, and we go out of our way to support each other â we want everyone to be successful, individually and as a team. Your manager will be a great resource for support and troubleshooting and will provide developmental guidance and support as your grow your career at BCG.

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