Office Services Coordinator

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. We are currently the top ranked consulting firm on Glassdoor’s Best Places to Work list and have earned the #1 overall spot a record seven times. Extraordinary teams are at the heart of our business strategy, but these don’t happen by chance. They require intentional focus on bringing together a broad set of backgrounds, cultures, experiences, perspectives, and skills in a supportive and inclusive work environment. We hire people with exceptional talent and create an environment in which every individual can thrive professionally and personally.

WHERE YOU’LL FIT WITHIN THE TEAM 

The Office Services Coordinator plays a central role in delivering a seamless, high-quality in-office experience for employees, clients, recruits, and visitors. This position is primarily responsible for day-to-day office operations, facilities and vendor management, café operations and budget oversight, and project management of key office initiatives. The role also provides logistical coordination for client-facing and internal meetings in partnership with the greater Operations team. 

WHAT YOU’LL DO 

Office Services

• Submit building-maintenance work orders using the property management’s online system  
• Compile and complete monthly payment and chargeback reports including access badges and catering error-free, and submit them by the respective deadline(s) 
• First line coder for all office services expenses
• Assist in preparations of new hire and transfer employees, which includes but is not limited to, adding names to the visitor management system prior to their arrival and creating access badges
• Coordinate access cards proactively and error-free:
  • Submit requests for new cards when stock is low
  • Program access cards into the security system 
  • Upload personnel photos for new hires, transfers and long-term visitors
  • Deactivate cards for terminated employees on their last day in office
  • Maintain log of visitor cards in use and deactivate unreturned badges on a bi-monthly basis
  • Conduct monthly audit for access cards
• Manage café budget and ordering: track monthly spend against budget, place regular proactive inventory orders for food, beverage, and supplies, evaluate vendor contracts, and identify cost-saving opportunities while maintaining service quality
• Active participant of the Life Safety Team; undergo relative training, such as First Aid certification
• Maintain vendor relationships with courier services, janitorial services, security, etc.
• Lead and project manage biannual office cleanups: coordinate scheduling with facilities and janitorial vendors, communicate timelines to staff, oversee surplus furniture and equipment disposal, and ensure completion within scope and budget

Client Events & Office Programming

• Project manage client events and workshops end-to-end: coordinate room setup, AV requirements, catering, vendor logistics, and post-event cleanup; serve as primary point of contact for day-of execution
• Develop and maintain standardized event runbooks and checklists for recurring client-facing and internal events to ensure consistency and operational efficiency
• Coordinate logistics for recruiting events and key milestone activities (e.g., Intern Send-Off) in partnership with the recruiting team, ensuring seamless execution
• Work with Operations leadership to maintain office programming calendar: propose key dates, coordinate with stakeholders, and manage schedule adjustments to ensure alignment across departments and leadership
• Support Operations leadership on cross-office initiatives, pilots and other projects as needed
• Share and implement best practices with OS leaders across the region

ABOUT YOU

Required: 

• Previous experience working in a demanding customer service oriented environment; preferably professional services
• BA/BS degree required; in lieu of degree, a minimum of 5 years of relevant office services, facilities management, or project coordination experience will be considered
• Proficiency in Microsoft Office Suite required (Outlook, Excel, PowerPoint, Word); experience with project management or program management tools (e.g., Asana, Trello, or similar) strongly preferred
• Demonstration of strong interpersonal skills with a positive, personal and professional image
• Display customer service oriented behavior and is responsive to customer needs in a polished manner
• Outstanding attention-to-detail and organizational skills 
• Strong ability to juggle and prioritize multiple tasks simultaneously 
• Ability to handle stressful situations with poise, understanding and tact
• Must be dependable and reliable
• Ability to work independently with minimal supervision

WORK MODEL / TRAVEL

This position is an in-office role, Monday–Friday. There is a need for work-hour flexibility (including occasional early mornings and evenings) to support client events and workshops and to respond to critical off-hours situations.

Some overtime work may be required. The employee may be required to lift and/or move a minimum of 25 lbs.

U.S. COMPENSATION INFORMATION

Compensation for this role includes base salary, annual discretionary performance bonus, 401(k) plan with an annual employer contribution based on years of service and Bain’s best in class benefits package (details listed below).

Some local governments in the United States require a good-faith, reasonable salary range to be included in job postings for open roles. The estimated annualized compensation for this role is as follows:

In San Francisco, the good-faith, reasonable annualized full-time salary range for this role is between $66,250 – $79,500

 * Annual discretionary performance bonus

 * This role may also be eligible for other elements of discretionary compensation

 * 4.5% 401(k) company contribution, which increases after 3 years of service and is 100% vested upon start date

Bain & Company's comprehensive benefits and wellness program is designed to help employees achieve personal independence, protection and stability in the areas most important to you and your family.

• Bain pays 100% individual employee premiums for medical, dental and vision programs, offering one of the most comprehensive medical plans for employees without impacting your paycheck
• Generous paid time off, including parental leave, sick leave and paid holidays
• Fully vested 401(k) company contribution
• Paid Life and Long-Term Disability insurance