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About the Role
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.
Responsibilities
- 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)
- Act as the first line coder for all office services expenses
- Assist in preparations of new hire and transfer employees, including adding names to the visitor management system and creating access badges
- Coordinate access cards proactively and error-free, including submitting requests for new cards, programming access cards, uploading personnel photos, deactivating cards for terminated employees, maintaining a log of visitor cards, and conducting monthly audits
- Manage café budget and ordering, including tracking monthly spend, placing inventory orders, evaluating vendor contracts, and identifying cost-saving opportunities
- Participate in the Life Safety Team and 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, including coordinating scheduling, communicating timelines, overseeing surplus furniture and equipment disposal, and ensuring completion within scope and budget
- Project manage client events and workshops end-to-end, including coordinating room setup, AV requirements, catering, vendor logistics, and post-event cleanup
- Develop and maintain standardized event runbooks and checklists for recurring client-facing and internal events
- Coordinate logistics for recruiting events and key milestone activities in partnership with the recruiting team
- Work with Operations leadership to maintain office programming calendar, propose key dates, coordinate with stakeholders, and manage schedule adjustments
- Support Operations leadership on cross-office initiatives, pilots and other projects as needed
- Share and implement best practices with OS leaders across the region
Requirements
- 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
- 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
- Employee may be required to lift and/or move a minimum of 25 lbs
Skills
- Microsoft Office Suite (Outlook, Excel, PowerPoint, Word)
- Project management tools (e.g., Asana, Trello, or similar)
- First Aid certification
Location
- San Francisco
Work Type
- In-office
- Permanent Full-Time
Experience Level
- Minimum of 5 years of relevant office services, facilities management, or project coordination experience (if no degree)
Education Level
- BA/BS degree
Salary/Compensations
- $66,250 – $79,500
- Annual discretionary performance bonus
- 4.5% 401(k) company contribution, which increases after 3 years of service and is 100% vested upon start date
Benefits
- Bain pays 100% individual employee premiums for medical, dental and vision programs
- 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
About the Company
- 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.