Office Services Assistant

The Boston Consulting Group - San Francisco, CA4.2

Full-time
Under the direction of the Office Services Lead, the Office Services Assistant is a key member of the Office Services team responsible for the staff & visitor experience of the office. In addition this role 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.
Proactively greet & support BCG staff & guests while in the SF office

Direct them to available open seating/ space, making sure its adequate and immaculate
Team with reception to reserve & track available shared space, especially on Fridays
Be a key resource for our staff & guests including providing guidance on available space and directions & tips for in/around office, etc
Implement concierge service on Fridays

Maintain overall appearance of the office

Proactively check 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
Monitor housekeeping for both individual and common spaces
Check all printers to make sure they are clean and organized; dispose of any client confidential material that has not been picked up in a timely manner
Monitor IT equipment in offices & conference rooms- reporting errors as necessary

Support office maintenance and repairs

Act as a resource during office repairs, liaise with office services team, building & vendor as necessary
Report office/space issues and work with team to address and rectify
Monitor the basic functions of the printers, faxes and copy machines by replacing paper and toner; trouble shooting and calling for repairs when necessary

Event coordination

Assist with day of set up for office events and manage on-site vendors
Organize catering for events, clients meetings, and office meals
Act as on-site facilitator for event attendees during office happy hours and client meetings
Suggest and solicit creative and new ideas to keep our affiliation program & events fresh and motivating
Research and develop relationships with prime SF venues, arrange site visits, negotiate preferred pricing for offsite events
Assist with budget estimates and options to ensure events remain within budget guidelines
Provide support as needed to others planning their owns events (e.g. Admins, Cohorts, Social Committee, etc.)
Create marketing for local events and promote upcoming office happenings

Office supplies

Ensure appropriate supplies are stocked and organized in shared workspaces

Individual office moves

At the direction of Office Services Lead, support and implement the movement of personnel and furnishings including IT equipment
Prepare offices and work spaces for new staff members
Clean out offices/spaces promptly when staff members depart or move

Coordinate mail/package delivery on a daily basis

Facilitate internal printing and binding jobs

Kitchen coordination

Maintain office kitchens, including proactively replenishing all kitchen supplies, food/drinks, etc.
Responsible for overall cleanliness and organization of office kitchens during the day. Ensure proper maintenance of kitchen equipment and disposal of trash

Conference room coordination

Responsible for overall cleanliness and organization of conference rooms. Ensure adequate supplies.
Coordinate with meeting organizers & office services team and to ensure all meeting needs are met, including catering, furniture arrangement, IT and other set-up needs.
Good working knowledge of our conference room/meeting technology in order to support basic IT needs during meeting prep along with ability to troubleshoot common user issues.

Teaming

Daily coverage of Reception during lunch, receptionist vacation, ad hoc breaks and office closure
Provide 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

Basic Job Requirements

  • 1-2 years in an office environment or equivalent work experience
  • Familiarity with San Francisco market and meeting venues
  • 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, PowerPoint
Service Orientation:
candidates must exhibit a high degree of service orientation in responding to all customer requests, both internal and external

Organization/Versatility/Time Management:
must be able to organize, multi-task, prioritize appropriately and meet deadlines
must be able to achieve maximum time effectiveness, eliminating tasks that contribute the least to the goals of the team and office and concentrating on tasks that will most enhance the business
meticulous attention to detail and accuracy
flexible and adaptable to changes

Computer Skills:
working knowledge of PC environment, Windows, Microsoft Outlook, Word, PowerPoint, and Excel

Communication Skills:
must excel in effective and positive communications (both spoken and written ability), demonstrating confidence and clarity of thought

Teamwork:
must be able to work well as part of a team, as well take initiative on independent projects
must focus on contribution to overall office goals and BCG SF team
must exhibit a positive, mature attitude and willingness to develop
must be flexible to work overtime when needed

Achievement/Reliability:
must demonstrate an ability to consistently and dependably achieve bottom-line results with regard to services provided to the office and the consulting staff
ability to exercise judgment in managing confidential or sensitive information
Prior event coordination experience preferred.

Please note that this position is not restricted solely to the responsibilities listed above and that the job scope and responsibilities are subject to change.

Company Information

The Boston Consulting Group (BCG) is a global management consulting firm and the world’s leading advisor on business strategy. We partner with clients from the private, public, and not-for-profit sectors in all regions to identify their highest-value opportunities, address their most critical challenges, and transform their enterprises. Our customized approach combines deep insight into the dynamics of companies and markets with close collaboration at all levels of the client organization. This ensures that our clients achieve sustainable competitive advantage, build more capable organizations, and secure lasting results. Founded in 1963, BCG is a private company with offices in more than 90 cities in 50 countries. For more information, please visit bcg.com.

Non-discrimination Statement

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, disability, 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. In addition, as a federal government contractor, BCG maintains an affirmative action program which furthers its commitment and complies with recordkeeping and reporting requirements under certain federal civil rights laws and regulations.BCG is an E-Verify Employer. Click here for more information on E-Verify. VEVRAA Federal Contractor