Oliver Wyman - OS Workplace Administrator - San Francisco at MMC in San Francisco, California

Posted in Other 8 days ago.

Job Description:

About Oliver Wyman

Oliver Wyman is a global leader in management consulting. With offices in more than 70 cities across 30 countries, Oliver Wyman combines deep industry knowledge with specialized expertise in strategy, operations, risk management, and organization transformation. The firm has more than 5,700 professionals around the world who work with clients to optimize their business, improve their operations and risk profile, and accelerate their organizational performance to seize the most attractive opportunities. Oliver Wyman is a business of Marsh McLennan [NYSE: MMC].

For more information, visit www.oliverwyman.com. Follow Oliver Wyman on Twitter @OliverWyman.

Job Overview

Reporting to an OS Team Lead, this role provides OS Workplace Admin support for the San Francisco office. The role requires attention to detail and excellent customer service skills. The candidate should be comfortable communicating with all levels of the firm, key clients, and stakeholders (Partners, Principals and Support Professionals) and solicit feedback on how to improve services as it relates to office and facilities support. The role is required to be on-site to perform responsibilities, with some flexibility as schedule allows.

Local Office Management

OS Admin and Office Management

  • Single Point of Contact (SPOC) for their respective local office(s).

  • Manage the local office inbox and respond to user inquiries as needed in a proactive and customer service-oriented manner

  • Conduct local office NHO, including pre-boarding admin such as creating ID cards and assigning seating; manage exit processes for leaving employees

  • Provide content and updates for the local office SharePoint page and post office announcements to the office Slack channel

  • Order and stock office supplies, including café snack and beverage inventory and green initiative items

Workspace management

  • Guide staff about meeting facilities and assist as needed with conference room and meeting needs, including all aspects of guest management, AV & ITS coordination, catering & other supplies.

  • Assist staff with and how to use workspace for "Office as a Hub" philosophy

  • Assist with internal office moves and refurbishment projects as needed

  • Proactively work with Office Leader and other office teams to ensure the workspace is meeting staff needs

  • Create and maintain an office guide for staff and visitors

  • Maintain office occupancy database(s)

  • Update and post floorplan regularly

  • Assist with special projects as needed

Security & Safety

  • Manage all compliance with Health & Safety, Fire Safety, Emergency/Evacuation, and security procedures

  • Represents OW on MMC Business Resiliency check-ins

  • Coordinates fire warden list and ensures fire safety team are trained and informed to perform duties

Budget management

  • Create Purchase Orders for OS spending, receipt invoices and submit for processing

  • Monitor and reconcile monthly finance report (Actual vs Budget) and raise any out of budget spending to OS Team Lead and OS Director

  • Submit any incorrect charges or reclasses to OW Finance for correction

  • Manage soft perks menu and inventory, keep this within monthly budget

Facilities Management

  • Daily maintenance of office space; ensure the office always remains a safe and productive working environment. Enforce confidentiality policies of clean desks and white boards

  • Reach out to building maintenance and/or other vendors as needed to resolve issues or have things fixed

Special Events Facilitator

  • If required, assist with organization and planning of office events, including regular TGIFS; events outside the office; holiday party; etc.

  • Work with Office Leader, Social Committee and OW Events to provide support for in-office events. Duties such as coordinating building access for outside vendors, ordering special supplies, supervise special room set-ups, order beverages for in office social events

Candidate Attributes & Skills

  • Fluent in written and verbal English

  • Experience with procurement tools very desirable

  • Driven to provide a high level of service in a fast-paced environment

  • Excellent attention to detail

  • A self-starter and can work effectively autonomously

  • The ability to be productive and flexible and effectively prioritize multiple requests

  • Proficiency in Microsoft Office Suite

  • Respect of confidentiality

  • Mature and calm

  • Collaborative and team player

  • Problem solver

  • Strong service focus

  • Excellent communicator and negotiator

  • Able to prioritize and juggle several tasks at once

  • Able to receive constructive feedback in stride and incorporate feedback quickly

  • Ability to communicate effectively with all levels of the firm

  • Training and/or workflow coordination experience

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