Oliver Wyman Office Services Administrator Madrid

Company:

Description:

The Opportunity:

The Office Services 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.

Key Responsibilities:

• Facilities Management: Oversee all aspects of office facilities for the Madrid office taking initiative to address issues proactively and ensure a fully operational and safe workspace promptly resolving facilities-related issues and ensuring a positive work environment for all colleagues.
• Vendor Relationships: Develop and maintain strong trust-based relationships with vendors ensuring consistent service quality and escalating issues to the Office Services Manager when necessary.
• Security Compliance: Comprehensive management of access card system incl. the issuance renewal and deactivation of access cards for employees contractors and visitors.
• 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 cost-effectively.
• Cost Management and Reporting: Follow established processes for logging and recording departmental costs actively maintaining accuracy and providing timely information for any finance-related queries. Accurate and timely processing of invoices through the iProcurement tool incl. raising and managing requisitions.
• Mailroom Operations: Handling incoming and outgoing mail including packages and courier shipments
• In-House Event Support and Logistics Management: Supporting the planning and execution 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 on-site management during events addressing any issues that arise promptly to ensure smooth operations and enhance the overall experience for attendees.
• Operational Support: Providing insights on office operations taking initiative to identify opportunities for service delivery improvements and operational efficiencies.
• 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.
• Front of house operations: Answer calls for Oliver Wyman in a courteous and professional manner prioritizing as appropriate. Greet all visitors such as clients candidates delivery persons maintenance workers etc. ensuring proper security is in place for all guests. Book meeting rooms and ensure their logistics including general set up/clean-up of rooms catering requests liaising with Technology Services for audio and video conferencing requests. Book parking spaces when required.
• Assisting in the New hires training introducing the OS departments and procedures and be POC for any office related question.
• Assisting in other administrative support tasks as requested by the management.

Your Key Qualifications:

• Organisational and Time Management Skills: Ability to manage multiple tasks and priorities effectively to ensure smooth office operations.
• Strong Communication and Interpersonal Skills: Proficient in verbal and written communication (Spanish and English) fostering a collaborative and supportive work environment as well as positive relationships with colleagues vendors and visitors.
• Problem-Solving and Adaptability: Proficiency in identifying issues proactively and developing practical solutions to enhance office operations and resolve facilities-related challenges while adapting to changing circumstances.
• Attention to Detail and Financial Acumen: Keen eye for detail in procurement and compliance with a solid understanding of cost management.
• Technical Proficiency: Familiarity with OS software procurement systems and health and safety compliance tools as well as basic IT troubleshooting skills.

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 self-starting 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 steady-state 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 non-work 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 project-based 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 input-based culture have respect for peoples personal decisions and believe that ones workload must be sustainable. We seek balance for ourselves and our colleagues.