Concierge Services Assistant

hace 2 semanas

Ciudad de México Boston Consulting Group A tiempo completo

**WHAT YOU'LL DO**:
You will ensure that all Reception and administrative functions are performed promptly and efficiently and the Reception is maintained to the highest standard. You will provide general support to all BCG staff and facilitate their effectiveness in providing service to BCG clients. He/she will participate in the daily life of the office, contributing to BCG positive image among clients and external parties. You will be a key member of the Office Services team responsible for the staff & visitor experience of the office.

General duties include, but are not limited to: receiving and greeting guests, ensuring efficient turnaround of all messages, managing the meeting room booking process, promptly managing a busy phone line.

**YOU'RE GOOD AT**:** Reception coordination**:

- You are an indispensable communication interface to our international clients and guests, as well as to our consultants and internal service departments.
- Welcoming our guests, answer and forward phone calls, sort and distribute our daily incoming mail and deliveries, and organize and manage courier, taxi, parking assignment and any other services arising in the context of a modern office.
- Managing MDP’s, Partners and Principals calls through their EA’s
- Registering visitors to access the building and the office
- Registering new employees card access to Office Building
- Receiving guests, establish their identity and advise the appropriate staff member or deal with them as appropriate
- Answering phone calls in a courteous and professional manner including visitors/clients calls, lead calls and a wide variety of general administrative calls
- Recognize prospect client calls and manage them in a professional manner
- Ensuring that the switchboard is operating efficiently and updated
- Ensuring efficient turnaround of all messages and when necessary take appropriate action to ensure urgent messages are relayed without delay
- Maintaining the office telephone lists and contacts updated
- Update General Birthday list / Phone list monthly
- Managing petty cash and invoices
- Keep the Reception always clean

**Office Services coordination**:

- Ensuring the mailing and newspaper is delivered daily
- Managing the newspaper and magazines in the reception are updated
- Collection of office maintenance requests made in Reception and report them to Main contact in Building administration/Maintenance
- Processing local and international courier shipments
- Processing and coding local and international courier invoices in cooperation with the Finance department
- Checking all printers and Office Copy Rooms to make sure they are clean and organized; disposing of any client confidential material that has not been picked up in a timely manner
- Ensuring appropriate supplies are stocked and organized in Office Copy Rooms, including binder materials
- Processing office supplies orders with Office Depot
- Monitoring the basic functions of the printers by replacing paper
- Checking the Luggage store area is clean and organized
- Maintain Restaurants Menus nearby the office updated and support Team members working in the office on requests for ordering food, and managing invoices
- Managing the Global Media Database entries updated in a quarterly basis
- Ordering food for meetings and as needed for all office events and ad-hoc requests.
- Create cards with RFC from the Office and always have available for all BCG Staff

**Conference room coordination**:

- Managing the room booking process to ensure all requests are handled in an efficient manner
- Responsible for overall cleanliness and organization of conference rooms and ensuring they have adequate supplies.
- Coordinating with meeting organizers & office services team to ensure all meeting needs are met, including catering, furniture arrangement, IT and other room set-up
- Good working knowledge of our conference room/meeting technology in order to support basic IT needs along with ability to troubleshoot common user issues.

**YOU BRING (EXPERIENCE & QUALIFICATIONS)**:

- Bachelor's degree, strongly preferred
- Bilingual required
- Demonstrate customer service experience
- Minimum of 3 years of experience in a fast-paced environment (extremely fast paced)

**YOU'LL WORK WITH**:

- Consulting and BST Staff
- Visitors, vendors and clients
- Building administrator/ maintenance / personnel
- Drivers and cleaning personnel

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