Associate, Office Services and Reception
Description & Requirements
Bain & Company Australia is looking for an extraordinary Office Services Associate to join our high-performing Sydney 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:
As Assistant, Office Services, you will be the first point of contact for the business, ensuring a welcoming, professional, and efficient front of house environment. This role is central to the smooth daily operation of our office, encompassing reception services, office logistics, events and facilities management.
This is an in office role, requiring your presence five days per week (Monday to Friday) 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 conflicts
- 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 and office tours, including issuing and tracking security and access passes
- Provide administrative support, including photocopying, binding, labelling and other ad hoc tasks as required
- Maintain office intranet pages, ensuring information and contacts are current
- Organise catering and cleaning for meetings and functions as requested
- Provide backup for other Office Services team members as needed
- 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 Associate 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
- Provide ad hoc administrative assistance to other FP departments nationally as required. Tasks may include:
- Create templates/invites for events
- Organising mail merge and mail outs
- Draft various office communications
- General administrative tasks and project work
Local office duties (Sydney)
- Managing AU Practice Calendar and Inbox, Australia Contacts List
- Provide back up support to Associate, Office Services and Events as and when required
About you:
The ideal candidate will have:
- Proven experience working in a professional environment in administration, reception, event organisation or similar
- Passionate about customer service and keen to use your initiative
- Excellent communication skills, both in verbal and written
- Ability to work independently and as part of a team
- 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
- Proficient with Microsoft office suite
- Keen interest in events and ability to manage multiple tasks and prioritise effectively
- 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.