Office Experience Associate

Bain & Company Australia is looking for an extraordinary Office Services Associate to join our high-performing Melbourne team. 

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 campaigner of diversity and a model of social responsibility. We are currently ranked the #3 consulting firm on Glassdoor’s Best Places to Work list, and we have maintained a spot in the top four on Glassdoor's list for the last 12 years. We believe that diversity, inclusion and collaboration is 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.

What you will do:

Our Office Services team plays a vital role in fostering an exceptional workplace experience for both employees and clients. As part of the job-share Associate Office Services team, you will act as a key front-of-house representative for the business, helping to maintain a welcoming, professional, and well-organised office environment. This role is central to the smooth daily operation of our office, encompassing reception services, office logistics, events and facilities management.

With a friendly and professional manner, you will confidently manage enquiries, support office operations, and interact with clients and stakeholders at all levels. Collaboration and communication are key, as you’ll work closely with team members across our other Australian offices, under the guidance of the Program Lead, Office Services (based in Sydney).

This is an in-office role, requiring your presence five days per fortnight (Wednesday, Thursday and alternating Fridays) to help deliver an outstanding experience for everyone who walks through our doors.

Front of House & Facilities

• Deliver a high-quality reception experience, greeting clients and visitors warmly while managing all front of house operations and enquiries
• Manage the Reception calendar and inbox, responding promptly to meeting room requests and proactively resolving any scheduling conflict
• Use a daily checklist to ensure the office is organised, clean, and fully stocked each day, including:
  • Maintaining a neat and professional reception area, aligned with Bain’s health and safety standards
  • Ensuring client meeting rooms are always ready for use (clean, stocked with stationery and water, whiteboards cleared, technology operational)
  • Keeping kitchen and breakout areas clean and well supplied
• Order and maintain inventory of stationery, kitchen, wellness, and office supplies, including processing related invoices in line with accounts procedures and budget constraints.
• Responsible for all incoming and outgoing mail and arranging couriers
• Liaise with Building Management and other vendors to arrange office maintenance and equipment repair, tenancy issues and cleaning
• Assist with visitor management processes, including issuing and tracking security and access passes
• Provide administrative support, including photocopying, binding, labelling and other ad hoc tasks as required
• Organise catering and cleaning for meetings and functions as requested
• Assist with the planning and coordination of office related events for recruiting, marketing, finance, IT, including setup, catering and logistical support for both internal and client-facing functions
• Ensure Office Procedure Manual is up to date with current procedures and supplier contact information.

Employee Experience

• Assist with the organisation and execution of office or team events such milestone celebrations and other initiatives to foster engagement and a positive workplace culture
• Support Office Leads and Office Committees (such as Ministry of Fun, affinity groups) with events, coordination and initiatives 
• Office meeting slide creation and support
• Support HR with ordering and preparing milestone gifts (e.g., anniversaries, new babies, awards).
• Promote a welcoming, inclusive, and positive office environment aligned with Bain’s values.
• Support employee engagement programs and wellbeing initiatives in collaboration with HR and local committees

Cross Functional Administrative Support 

About you: 

The ideal candidate will have: 

• Proven experience working in a customer service or front of house role is highly regarded though not essential
• Passionate about customer service and keen to use your initiative
• Enthusiastic and motivated, willing to listen and learn
• A confident multi-tasker who conveys calm control when helping others
• Familiar with basic office procedures and enjoy solving problems
• A good communicator, both in your written and verbal skills
• Excited to work as part of a team that seek ways to continually improve our service

About us: 

Take a bold step into an extraordinary career with Bain & Company Australia. As a top-tier management consulting firm, Bain offers several benefits to all employees, including a vibrant social calendar, weekly connectivity events and opportunities for professional development and mentoring.

Bain & Company Australia is an equal opportunity employer, committed to ensuring diversity and inclusion in our workplace. We encourage applications from all backgrounds, including those of Aboriginal & Torres Strait Islander descent.