Oliver Wyman - Office Services Administrator - Milan

Company:

Oliver Wyman

Description:

We are seeking a highly organized and professional Office Services (OS) Administrator to join our team in Milan.

The Opportunity:

The OS Administrator ensures the smooth and efficient operation of office services and facilities proactively anticipating and resolving operational needs while maintaining strong relationships with internal clients and external vendors. This is a dynamic role that requires exceptional customer service skills and the ability to handle a variety of administrative tasks and problem solving. The ideal candidate will have excellent communication skills a friendly demeanor and the ability to multitask effectively.

Key Responsibilities

• Facilities Management Support: Assist in the management of office facilities for the Milan office by monitoring daily operations identifying potential issues and collaborating with the Office Services Manager to implement timely solutions that ensure a safe and efficient workspace for all employees.
• Vendor and Contractor Coordination: Support the Office Services Manager in maintaining effective relationships with vendors and contractors. Help track service quality communicate any issues that arise and facilitate the escalation of concerns to the OS Manager when necessary.
• Health Safety and Security Administration: Aid in ensuring compliance with health safety and security regulations by participating in regular audits and addressing identified risks. Manage the access card system by assisting with the issuance renewal and deactivation of access cards for employees contractors and visitors in collaboration with the Office Services Manager.
• Procurement and Resource Management: Handle procurement of office and pantry supplies taking ownership of inventory management to ensure resources are available used efficiently and managed costeffectively.
• Cost Management and Reporting: Follow established processes for logging and recording departmental costs actively maintaining accuracy and providing timely information for any financerelated queries. Accurate and timely processing of invoices through the iProcurement tool incl. raising and managing requisitions.
• Serve as the primary point of contact for the MMC Finance Department delivering internal support and oversight for the passive billing processes associated for OW.
• Manage and update content for the OW Milan intranet site ensuring it remains current and relevant for all users.
• InHouse Event Support and Logistics Management: Supporting the planning and of internal events held within the office. Includes managing all logistical aspects such as room bookings setup and breakdown of event spaces and coordinating with catering services to provide food and beverages. Collaborating with team members to understand event requirements and ensuring all details are organised to create a successful and engaging experience. At times also overseeing onsite management during events addressing any issues that arise promptly to ensure smooth operations and enhance the overall experience for attendees.
• Collaborate with Internal Teams: Work closely with internal teams at all levels ensuring effective communication and support for their operational needs while fostering a cooperative and positive working environment.
• Cover reception duties during the receptionists absences (vacation/sick leave etc. ensure seamless operations and provide assistance during peak periods as required.
• Corporate American Express Program: Administration of the program issuing application links terminating card accounts as needed and assisting card users in resolving any issues or inquiries they may have.
• Overseeing the business travel programme (BCD) proactively identifying and resolving service issues to maintain high service levels. Collaborate effectively with MMC to ensure seamless operations.
• Assist the OS Manager in coaching and training new team members ensuring they are equipped with the necessary skills and knowledge to perform their roles effectively and confidently.

Key Competencies:

• Advanced Organisational and Time Management Skills: Expertise in prioritising and managing complex tasks and multiple projects simultaneously ensuring efficient office operations and optimal resource allocation.
• Strong Communication and Interpersonal Skills: Competent in both verbal and written communication adept at fostering a collaborative and inclusive work environment while building and maintaining strong relationships with colleagues vendors and stakeholders.
• Proactive ProblemSolving and Adaptability: Demonstrated ability to identify potential issues before they arise and implement effective strategic solutions to enhance office operations while remaining flexible and responsive to evolving circumstances.
• Attention to Detail and Financial Acumen: Strong focus on detail in procurement processes and compliance coupled with a comprehensive understanding of financial management and cost control strategies.

Qualifications:

• Experience in professional services industry preferred but not required
• Excellent verbal and written communication skills and able to deal with people at all levels across a multicultural environment
• Team player who has experience of and has enjoyed working as part of a team
• Customer service focused dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards
• Ability to multitask prioritise and manage ones own time. Not a clock watcher or someone who is unwilling to step outside the job description
• Selfstarter who has an appetite for learning and is driven to excel and grow
• Attention to detail and stickler for accuracy
• Flexible attitude hardworking and results driven
• Technical skills: Good Outlook and Word skills working knowledge of PowerPoint and Excel
• Very good written and oral Italian & English skills.
• Finally we are looking for someone who will be committed to the company and add to the life and culture of Oliver Wyman.

Why join us at Oliver Wyman

At Oliver Wyman we lead with heart we love what we do and have fun while we do it! We also strive for breakthroughs by questioning seeking diverse perspectives and finding powerful and sustainable solutions. If you share these values and want to work as one and own our impact at the same time be brave and achieve the amazing with us!

• Were individuals who are selfstarting motivated energetic entrepreneurial about what we do
• We have the common aspiration to have an impact leave a legacy and change the world. We have no interest in running a steadystate business. We want to build grow and shape the environment around us
• We value an environment where every member of Oliver Wyman is encouraged and expected to voice his or her opinion
• We believe that to create a true meritocracy we need to remove artificial barriers to opportunity
• We value people whose lives balance work and nonwork activities because we believe they are both more interesting colleagues and are able to make better contributions to the Firm.
• We push ourselves hard to deliver excellence but we also work to extract the maximum benefit from the flexibility of a projectbased business. We provide the ability to take career breaks for personal or family reasons. We fundamentally value each others time and are sensitive to how it is used. We are an output not inputbased culture have respect for peoples personal decisions and believe that ones workload must be sustainable. We seek balance for ourselves and our colleagues.

Oliver Wyman a business of Marsh McLennan (NYSE: MMC) is a management consulting firm combining deep industry knowledge with specialized expertise to help clients optimize their business improve operations and accelerate performance. Marsh McLennan is a global leader in risk strategy and people advising clients in 130 countries across four businesses: Marsh Guy Carpenter Mercer and Oliver Wyman. With annual revenue of $24 billion and more than 90000 colleagues Marsh McLennan helps build the confidence to thrive through the power of perspective. For more information visit oliverwyman or follow on LinkedIn and X.

Marsh McLennan is committed to creating a diverse inclusive and flexible work environment. We aim to attract and retain the best people and embrace diversity of age background disability ethnic origin family duties gender orientation or expression marital status nationality parental status personal or social status political affiliation race religion and beliefs sex/gender sexual orientation or expression skin color or any other characteristic protected by applicable law.