2023 - Office Services Assistant

Job Description

Office Services Assistant

About Kearney

As one of the original firms, we’ve never lost sight of the fact that consulting is a people business. A global partnership in more than 40 countries, our people make us who we are. We’re individuals with different passions and strengths who take as much joy in the work we do as from those we work with.

About the Role

Kearney’s New York City office is looking for an Office Services Assistant to provide support ensuring the daily operations of the office and proactively seek effective and efficient ways to improve processes and procedures as it pertains to assisting Kearney employees in supporting their daily objectives. This position reports to the Office Manager and works closely with the Office Services team.

Responsibilities

Office Space Maintenance

• Support ‘clean desk’ and ‘client confidentiality’ policies
• Diligently observe of the office space daily for any required restoration
  • Maintain all rooms including offices in good condition/ready for use
    • Clean white boards, remove used flip chart paper, and ensure all whiteboard supplies and other cleaning supplies are available
    • Remove cups, glasses, and other items left behind
  • Ensure general use areas are clean, organized and stocked with required supplies
    • Replenish pantries with beverages, snacks, condiments, paper products
    • Turn on dishwashers daily ensuring clean dishware/silverware is available
• Review and resolve maintenance issues (report to Office Manager when required) in a timely manner
  • Submit ‘work orders’ to property manager when appropriate
    • Lights out, plumbing issues, temperature controls, floor cleaning (due to large spills, etc.
  • Place informational posters up throughout the office (when needed or upon request) and removed at the conclusion of an event (attention to dates) 
  • Remove or replace posters when they become tattered or stained
• General Office Awareness
  • Maintain copy of office floor plan (be familiar with room numbers, office & seating, and room names)
  • Ensure nameplates are updated timely and accurate when required
  • Maintain inventory of file cabinet assignments

Mailroom Management

• Expediently sort and distribute incoming mail, FedEx, DHL Express, and UPS envelopes and packages
• Send email notification to employees not in the office
• Store envelopes and packages appropriately
• Create outgoing labels (air-bills) to prepare outgoing shipments
• Place packages in appropriate pick-up location and ensures all have been picked up each day
• Provide messenger services upon request
• Clean/clear personal desk and workspace at end of day
• Maintain organization of storage closets and supply cabinets and ensure items are easily accessible

Client and Team Meeting Support

• Ensure room arrangements and set ups (as required)
• Assist with table set-ups for catering service as well as clean up at conclusion of meeting

Office Equipment Management

• Have effective knowledge of all office equipment - features and use
  • MFE (Canon), GBC, postage meter, phones, A/V
  • brand, model, type, location, serial no., etc.
• Ensure adequate supplies are available (paper, toner, staples, etc.)
• Ensure all paper trays are filled (AM/PM)
• Maintain good relationships with service vendors
• Schedule service (repairs) when required

Document Production Support

• Support consultants and management services in printing and binding of internal and client documents/presentations

Employee Relations

• Build good working relationships with colleagues and developing a good familiarity of employees within the New York office, firm leadership, other office locations, departments, and functions
• Assist with ‘Onboarding’ new employees
• Provide office tours, demonstrate office equipment, and explain office processes
• Order new business cards if requested; new employees, transfers-ins and new titles

Office and Breakroom Supply (backup role)

• Be familiar with vendors; maintain contact information
• Ensure current (update) COI has been approved by BXP and kept on file
• Perform weekly inventory of all supplies
• Ensure purchases are cost effective; conduct and provide price comparisons
• Obtain appropriate level of approval before making purchases when appropriate
• Ensure all orders placed and received are accurate
• Restock supplies without delay and deliver special orders to requestors

Reception Coverage (only when required)

• Greet all colleagues and visitors in warm, friendly, and professional manner.
• Answer incoming calls professionally and direct appropriately
• Listen carefully for the correct pronunciation of names (ask for spelling if necessary)
• Notify of guest arrivals
• Offer to assist and direct to coat closet, restrooms, or refreshments

Qualifications

• Strong professionalism: reliable, conscientious, ability to interact comfortably and confidently with a wide variety of people, ability to flex hours worked
• Good working knowledge of Microsoft Office Suite; Word, Excel, Outlook, and PowerPoint
• Good verbal and written communications skills; careful attention to detail & accuracy

The base salary range for this role is: $45,000 - $63,000

However, it is important to note that at Kearney, it is not typical for an individual to be hired at the top of the range for their role. Individual salaries within each range are determined through a wide variety of factors including but not limited to education, experience, knowledge and skills. Kearney reviews compensation regularly and may adjust base salaries to reflect market competitiveness.  In addition to salary, individuals may be eligible for a discretionary performance bonus. Our full suite of benefits includes paid time off, 401(k) match and profit sharing, medical, dental and vision coverage, healthcare concierge, backup child/adult care, annual employer HSA contribution, home office stipend, subsidized Gympass and annual wellness program, and leaves of absence when needed to support employees’ physical, mental, and emotional well-being.

Equal Employment Opportunity and Non-Discrimination

Kearney prides itself on providing a culture that allows employees to bring their best selves to work every day. Our people can feel comfortable, confident, and joyful to do great things for our firm, our colleagues, and our clients. Kearney aims to build diverse capabilities to help our clients solve their most mission critical problems.

Kearney is committed to building a diverse, unbiased and inclusive workforce. Kearney is an equal opportunity employer; we recruit, hire, train, promote, develop, and provide other conditions of employment without regard to a person’s gender identity or expression, sexual orientation, race, religion, age, national origin, disability, marital status, pregnancy status, veteran status, genetic information or any other differences consistent with applicable laws. This includes providing reasonable accommodation for disabilities, or religious beliefs and practices. Members of communities historically underrepresented in consulting are encouraged to apply.

 

Language Requirements

English