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Office Services Associate

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POST DATE 9/14/2016
END DATE 11/4/2016

Boston Consulting Group Philadelphia, PA

Philadelphia, PA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Bachelors Degree


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. BCG was founded in 1963 and is a privately owned firm with more than 7,000 employees across 85 offices in 48 countries. Integrity, respect for the individual, delivering value, and making an impact on society are just some of BCG's core values. BCG's commitment to both our clients' success and our own standards is what sets BCG apart as a world-class professional services organization. Join BCG - start your career at a company that is consistently ranked as the leader in its field, and is acknowledged as one of the best places to work.

Position Summary

Under the general direction of the Administrative/Office Services Coordinator, the Office Services Associate will be responsible for the day-to-day Facilities/Office Services support operations of the Philadelphia office. The primary responsibilities of the role include, but are not limited to, maintaining the facilities of the office, providing back up Reception coverage, managing vendor relationships, coordinating support for the Office's Emergency Management Team, and events planning.

Job Responsibilities

* Maintain the appearance, cleanliness and organization of the office, including conference rooms, production rooms, storage closets, kitchens, and various work spaces

* Order and maintain inventory of office supplies; manage invoicing process for office supplies and related vendors

* Stock and organize kitchens, production rooms, and printers throughout the office

* Manage collection of confidential materials discarded in Shred-It bins throughout the office (including production rooms, work stations, offices and conference rooms) on a daily basis

* Partner with Reception to manage conference room reservations, visitor access, building access cards, after-hours requests for extended HVAC, general repairs and maintenance requests

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

* Collect and distribute faxes, mail, FedEx and parcels on a daily basis

* Manage the administration of the Philadelphia office's FedEx account; assign new user accounts as appropriate and reconcile office FedEx and postal charges with local Finance

* Provide backup Reception coverage on a daily basis, and as needed to cover planned and unplanned staff absences

* Manage relationships with building management teams (housekeeping and real estate management companies), ensure all inquiries are responded to and resolved in a timely manner

* Partner with the Administrative/Office Services Coordinator and Head of Consulting and Business Services on space planning

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

* Assist with the coordination of quarterly Emergency Management Team (EMT) meetings, draft EMT meeting agendas, update, maintain and distribute the Office's Emergency Management Plan, serve as primary point of contact for launching Everbridge communications on behalf of the PHI EMT

* Coordinate catering and events logistics support for all onsite and offsite events including Friday lunches, staff meetings, trainings, client and case team meetings, Worldwide Alumni Day, Partner meetings/events, Community Service Day, Annual Holiday Party and Family Weekend, etc.

* Maintain relationships with vendors, assist with the negotiation of contracts, maintain and track budgets for each individual event, and for all catering

* Assist with sourcing and contracting for all offsite events

* Maintain an electronic repository of vendor contracts, service agreements and warranties

* Establish and maintain office wide calendar of events/meetings, distribute calendar annually to Head of Consulting and Business Services, HR, Recruiting and EA/AA Team Leader to ensure that event and meeting conflicts are avoided

* Lead special projects as assigned by the Administrative/Office Services Coordinator and Head of Consulting and Business Services

* Manage monthly office reports e.g., Facesheet, Cohort Deck, Security Badges/Access

* Take an active leadership role with the BST

* Provide assistance to other Business Services functions as needed

* Perform other related duties as assigned

Basic Job Requirements

* Bachelor's degree

* 3-5 years of experience in facilities and/or office support, preferably in a professional services firm

* Intermediate to advanced computer skills in Windows, Word, Excel, PowerPoint and Outlook

* Strong interpersonal and communication skills

* Strong customer service orientation; flexible, team player

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

* Ability to take initiative and meet deadlines

* Strong organizational skills

* Meticulous attention to detail

* Occasion travel may be required

* Flexible to work OT as required, occasional evening and weekend hours will be required to support events/meetings

* Ability to lift and move up to 30 lbs

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. BCG is an E-Verify Employer. Click here for more information on E-Verify. VEVRAA Federal Contractor

Job ID
Auto req ID 3168BR