Office Services Assistant
Company: Boston Consulting Group
Location: San Francisco
Posted on: May 16, 2022
Job Description:
WHAT YOU'LL DOYou are a key member of the Office Services team
responsible for the staff & visitor experience of the office. In
addition, you may also provide backup assistance to other members
of the Office Services Team, especially during peak times for
internal and training events as well as perform general office
tasks as necessary.YOU'RE GOOD AT
- Proactively greeting & supporting staff & guests while in the
San Francisco office:
- Directing them to available open seating/space, making sure
it's adequate and immaculate
- Teaming with reception to reserve & track available shared
space
- Being a key resource for our staff & guests, including:
- providing guidance on available space
- providing directions & tips for in the office and the
surrounding neighborhood
- Implementing concierge service - including cateringMaintaining
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
- Monitoring housekeeping for both individual and common
spaces
- Checking all printers to make sure they are clean and
organized; disposing of any client confidential material that has
not been picked up in a timely manner
- Monitoring IT equipment in offices & conference rooms and
reporting issue as necessarySupporting office maintenance and
repairs:
- Acting as a resource during office repairs, liaising with
office services team, building & vendors as necessary
- Reporting office/space issues and working with the team to
address and rectify them
- Monitoring the basic functions of the printers, faxes and copy
machines by replacing paper and toner; trouble shooting and calling
for repairs when necessaryCatering coordination:
- Ordering catering and setting up food and beverages for
numerous office meetings and events
- Track catering budgets and invoices
- Researching and developing relationships with local LA
caterersOffice supplies:
- Ordering supplies and ensuring appropriate supplies are stocked
and organized in shared workspacesIndividual office 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 moveMail coordination:
- Maintaining office mail supplies, including updating postage
meter and postage rates in accordance with the United States Postal
Service
- Coordinating mail/package delivery on a daily basis
- Managing the essential functions of Federal Express, UPS, and
other courier services and ordering supplies when needed
- Facilitating internal printing and binding jobsKitchen
coordination:
- Maintaining office kitchens, including proactively replenishing
all kitchen supplies, food/drinks, etc.
- Heavy lifting required which can include large cases of food
and drinks; able to use a step ladder
- Responsible for overall cleanliness and organization of office
kitchens during the day. Ensuring proper maintenance of kitchen
equipment and disposal of trash.Conference room coordination:
- 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, 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.Teaming:
- Daily coverage of Reception during lunch, receptionist
vacation, and ad hoc breaks
- 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
- Process and submit expenses on a monthly basicYOU BRING
(EXPERIENCE & QUALIFICATIONS)
- 1-2 years in an office environment or equivalent work
experience
- Catering experience preferred
- 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 strong knowledge of Microsoft
Word, Excel, PowerPointYOU'LL WORK WITHOur business management and
operations team members work to ensure that BCG is running
smoothly, efficiently, and productively. We are made up of
executive and administrative (or case team) assistants, visual
service artists, receptionists, facilities staff, and the team
leaders and office coordinators who manage these operations and
business management jobs.
Keywords: Boston Consulting Group, San Francisco , Office Services Assistant, Administration, Clerical , San Francisco, California
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