Office Services Specialist (Temp)

WHAT YOU’LL DO
You are a key member of the Office Services team responsible for the staff & visitor experience of the office. You will team with other members of the Office Services Team to drive day to day operations of the office.

YOU’RE GOOD AT

Proactively greeting & supporting staff & guests while in the Houston office
Teaming with reception to reserve & track available shared space
Being a key resource for our staff & guests, including:

providing directions & tips for in the office and greater Houston area

Implementing concierge service – including catering and meeting support

Proactively checking conference rooms, communal areas, offices, and workstations often throughout the day to ensure that 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 operating and organized, disposing of any confidential material in a timely manner

Acting as a resource during office repairs, liaising with office services team, building & vendors as necessary

Suggest and solicit creative ideas to keep our engagement & events fresh and motivating

Assist with affiliation events, including annual holiday party, summer retreat, offsite meetings and events, internal “celebrations” events, etc.

Providing logistics support during office events and manage on-site vendors

Provide support to others planning events (e.g. Cohorts, DEI, Social Committee, etc.)

Act as on-site facilitator for event attendees during office happy hours and client meetings

Partner with Office Service and Engagement Lead on data analysis and management projects monthly

Partner with Office Service and Engagement Lead to continuously update office documents

Coordinate event communication – prepare guest lists and invitations, send confirmations, and track RSVPs

Assist with budget estimates and options to ensure events remain within budget guidelines

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 Houston caterers

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

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.

Responsible for overall cleanliness 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 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 monthly

Bachelor’s degree preferred

Minimum of 2 years’ experience in a professional service environment preferred

Proficiency with Microsoft Office applications, Slack, Trello

Organization, responsiveness, and ability to handle challenges with poise and tact

Excellent written and oral communication skills and interpersonal skills

Flexible team player mentality; solid customer service orientation and qualities

Ability to work effectively in a challenging, fast paced environment

Strong attention to detail

Ability to perform successfully in a fast-paced, intellectually intense environment

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.