Office Operations Coordinator Staff Engagement and - New Delhi, India - Boston Consulting Group

Boston Consulting Group

Verified Company

New Delhi, India

2 weeks ago

Posted by:

Deepika Kaur

beBee Recuiter

Description

WHAT YOU'LL DO:

Optimizing the delivery of our services is the key to delighting our internal customers. The expectations are managed with Accuracy/TAT on Project timelines/liaise with stake holders (GS sub-functions) on a regular basis. The role will require interactions across business units of BCG to ensure seamless delivery of admin services.

The individual will be the brand custodian, reflecting the values in engaging and enhancing the knowledge and skills in the Firm.

The Office Operations coordinator will be a member of the Global Services (GS) Operations Team and will be based in our Delhi office.

The office operations team is responsible for providing 24 hrs. x 7 days support to the office.

Key role & responsibilities

Work with the team to organize, plan and coordinate events across a range of areas, including:
General office affiliation events, team building, cultural activities, etc.
Specific initiative and committee events, such as Community Service Day, DE&I and Women Initiative, Networking events, Wellness Day
Knowledgesharing events, including Annual Conferences, Staff Meetings, Townhalls and training
Local recruiting events and summer social events
Office integration efforts, such as class and cohort social events and Friday evening events
Annual officewide retreats (family or teambuilding)
Preparing monthly / quarterly newsletter for GSD location
Working with global stakeholders on GS worldwide initiatives like a quarterly newsletter
Managing GSD annual communication calendar in consultation with senior members of the GS Ops team
Working with the Business Services Lead on building the GS brand internally and externally such as via the Graduate program, Pride initiatives etc.
Preparing annual events and communication calendar under the supervision of office manager
Assist team in defining the event schedule, content and ensure successful delivery
Working with Office Leader and Manager to drive all staff event communication
Preparing event surveys to gather staff feedback on every event
Reconcile all event(s) expenses on a quarterly basis with the finance team
Partnering with stakeholders to conduct detailed venue & vendor assessment. Preforming staff safety and security assessment at the venue in consultation with the office manager
Vendor management: Establish relationships with vendors, negotiate contracts to meet approved budget, compile estimated cost models, select sites, and execute required logistics.
Keep detailed and systematic records of each event so that execution can be replicated annually or easily turned over to others in future
Ensuring all statutory requirements including permissions and contracts are in place for entertainment, activities, venues etc. for all events
Engaging with various events management companies to prepare event(s) estimates and recommendations in supervision of office manager and procurement team
Managing flight and hotel reservations whenever it is required for the event
Perform other related duties as assigned or required
Responsible for maintaining internal trackers, Monthly MIS, Dashboard etc

YOU'RE GOOD AT:

- **Communications**: strong in both written and verbal communications; you need to be able to effectively tailor your communications depending on stakeholders involved and situations
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Organization & time management skills: can handle multiple, fragmented tasks and prioritize them under tight time frame
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Interpersonal skills: can build external and internal working relationships and quickly gain trust of your key stakeholders
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Customer-oriented mindset: understand and respond to customers' needs with a sense of urgency
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Attention to details and project management skills: meticulous and reliable, with high degree of flexibility and ability to work under fast-pace environment; able to translate complex issues into effective work plan
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Maturity & independence: able to work independently and effectively in a virtual team environment, partnering across functions, geographies, cultures, and staff levels within and beyond BCG
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Team player: highly motivated, energetic, resourceful

YOU BRING (EXPERIENCE & QUALIFICATIONS):

A graduation degree
Previous experience in managing event and facilities (minimum 5 years)
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
Excellent oral and written English language communication skills
Strong attention to detail & strong service mindset, good business judgement
Collaborating effectively in a virtual environment, at same time demonstrating ownership
Should demonstrate highest level of integrity
Having prior experience/ knowledge on managing events digitally and in person
Technical and functional expertise
Familiarity with latest office equipment and its functioning. Should be up to speed with what the market offers
Experience handling medium size team of contractual staff, secur