Associate, Office Services

Department: Office Services FLSA: Non-Exempt 

WHAT MAKES US A GREAT PLACE TO WORK

We are proud to be consistently recognized as one of the world’s best places to work, a champion of diversity, and a model of social responsibility. We are currently the #1 ranked consulting firm on Glassdoor’s Best Places to Work list and have maintained a spot in the top four on Glassdoor’s list for the last 13 years. We believe that diversity, inclusion, and collaboration are key to building extraordinary teams. We hire people with exceptional talents, abilities, and potential, then create an environment where you can become the best version of yourself and thrive both professionally and personally. We are publicly recognized by external parties such as Fortune, Vault, Mogul, Working Mother, Glassdoor, and the Human Rights Campaign for being a great place to work for diversity and inclusion, women, LGBTQ+, and parents.

Position Summary:

Under general supervision, performs a wide range of facility services to deliver a best-in-class office experience to the Bain Toronto employees. Provides ongoing support to internal and external clients in the areas of facilities, administration, and reception. Maintains office cleanliness and supplies, supports in-office events and other departments (such as IT, recruiting, and events). Provides backup to Reception as needed. 

Responsibilities and Duties:

Deliver a best-in-class office experience

• Create a positive in-office environment by being friendly and professional in all communications and interactions with Visitors and Bain staff (being a critical member in driving day-to-day in-office culture)
• Clean and maintain café and pantries, and other common areas throughout each day; collect/rinse dishware, load/unload dishwashers, and wipe down countertops/equipment surfaces to ensure a clean and sanitary environment
• Ensure the entire office is maintained at an elevated level by conducting multiple sweeps of the space throughout the day to ensure all areas are clean, organized, stocked with cafeteria and office supplies, and professional in appearance
• Check and dispose of expired food and beverages in all refrigerators/freezers daily and thoroughly clean and wipe down the café equipment, including all fridges and microwaves
• Monitor office supply levels in the café and supply rooms, and replenish as necessary
• Provide backup coverage to reception (including front desk coverage, ordering office supplies, café supplies, access cards, etc.)
• Set-up boardrooms and/or café for internal and external meetings
• Coordinate with Building Services to request maintenance, engineering, and security services as needed
• Perform other miscellaneous duties and activities as assigned or as responsibilities dictate (e.g. special projects)

Support in-office events

• Provide the Toronto Office’s Event Specialist support in preparing and executing in-office events (e.g. help with setup, delivery, clean-up)
• Provide the Recruiting department similar support in preparing for local in-office recruiting efforts, helping with recruit check-in when they arrive at the office, in addition to other recruiting event requests 
• Coordinate with the Office Services Team for conference room reservations and setup (e.g. providing key information about the meeting and/or event such as contact, case code, IT equipment and/or supply needs)
   
   

Support for other departments

• Offer support and backup to the IT department (e.g. help ensure the equipment at the workstations is in good working order, help with boardroom and Café AV set-up)

Qualifications: 
 

• Experience working in a best-of-class customer service setting
• Ability to contribute positively to a high-performing team, by working cooperatively with other team members, displaying a high level of motivation and enthusiasm for tasks.
• Ability to communicate effectively (both verbal & written), and meet deadlines in a fast-paced environment
• Ability to take proactive ownership and action over responsibilities with limited oversight
• Ability to handle stressful situations with poise, understanding and tact
• Knowledge of Microsoft Outlook, Word
• Ability to lift objects up to 30lbs
• Job requires extensive walking on-site, including stairs
• Some overtime work may be required

This job description should not be construed to imply that these duties, responsibilities and requirements are the sole standards for this position.  Upon supervisor’s request, incumbents may be required to perform other related duties.