Office Services Administrator

You will work closely with the India Office Services and Reception Team / Location Management Cohort and will closely collaborate with the Office Services leadership in the course of your work.

Your Key Responsibilities will include the following:

Maintenance and Office Technology: You will assist in maintaining the physical space of the office, ensuring all office technology and equipment are properly deployed and operational. You will also coordinate repairs and oversee the work of external contractors and vendors, including housekeeping services, pest control, and maintenance of office machinery.

Front Desk responsibilities: Your front desk responsibilities would include answering, screening, forwarding, and connecting phone calls, greeting visitors, provide them with necessary information, and issuing visitor badges. You will ensure that the reception area is welcoming and professional, reflecting McKinsey standards. You will manage booking of conference rooms, Partner offices, and team rooms. You will also be responsible for the issue, activation, and deactivation of access cards and will be required to maintain their detailed tracker and inventory. You will be required to prepare visa letters if required and ensure the security and confidentiality of office documents.

Facilities Administration: You will liaise with building management on facilities administration issues such as HVAC, electrical, and lighting, renew vendor contracts in a timely manner and coordinate outsourced building services. You will also be required to perform quality control inspections as necessary.

Food and Beverage Services: You will oversee Food & Beverage services for the Colombo office, supporting office meetings, office connectivity, and other office events as required.

Mailroom support and office supplies: You will maintain and oversee the supply inventory, including office supplies, stationery, office assets, and IT equipment and provide mailroom support as needed.

Vendor Management:You will work closely with the Office Services leadership to onboard relevant vendors, negotiate commercials and ensure timely renewal of contracts.

Financial and Data Management: You will be responsible to verify and submit bills according to contract terms in a timely manner and maintain relevant data repositories related to administrative activities, ensuring all records are accurate and updated. Will be required to prepare monthly MIS reports for all expenses related to office operations.

Event Support: You will be required to support professional and client events, as well as social connectivity events both on and off-site facilitating events that are professionally presented and provide an excellent user experience.

Team Support: You will be called upon to provide direct assistance and back-up support to department teammates across a range of office services areas, ensuring seamless operation and support within the office environment.

In addition to the activities outlined for the role described above, there will also be various additional responsibilities and tasks to be undertaken as needed.

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