Office Experience Assistant

3 weeks ago

Pittsburgh, Pennsylvania, United States Boston Consulting Group Full time
WHAT YOU'LL DO
You are a key member of the Office Experience team responsible for the staff & visitor experience of the office. In addition, you may also provide backup assistance to other members of the Office Experience 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

· 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

· Providing guidance on available space

· Providing directions & tips for in the office and the surrounding neighborhood

· Implementing concierge service – including catering

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

· 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 necessary

Supporting office maintenance and repairs:

· Acting as a resource during office repairs, liaising with office experience 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 necessary

Catering 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 caterers

Office supplies:

· Ordering supplies and ensuring appropriate supplies are stocked and organized in shared workspaces

Individual 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 move

Mail 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 jobs

Kitchen 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 experience 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 Concierge during lunch, receptionist vacation, and ad hoc breaks

· Providing backup to the other members of the Office experience 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 basis

YOU 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, PowerPoint

YOU'LL WORK WITH
Our 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.
ADDITIONAL INFORMATION
This temporary, part time position works 5 days in the office.

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