Job Description

WHAT YOU'LL DO

This role is responsible for running efficient, professional office services that will operate in flexible hours catering specifically to managing a multiple time zone operating model.

As an Office Manager – this role is responsible for Facilities Management specifically managing day-to-day administration of the global delivery service centre under the supervision of a Sr. Manager, Office Operations.

The primary responsibilities of the office manager will include:

• Act as the first point of contact for various stakeholders under the shift model to provide seamless admin support.
• Risk Management - continuous assessment/monitoring, reporting and implementation of all compliances with regard to a global deliver service centre in the state of Haryana
• Come up with Standard Operating Procedures for day-to-day efficient running of the office especially during the night shift.
• Ensure excellent employee experience and effectiveness of the office operations team to support the shift model.
• Focus on managing 24x7 staff transportation services in the Delhi/NCR region. The Manager will be deeply involved as the first point of contact for staff transport-related requests and other general Facilities Management related employee services

YOU'RE GOOD AT

General Management

• Work closely with the Sr. Manager to ensure a seamless flow of communication for execution of operational matters.
• Establish and foster a relationship of trust and effectiveness with the larger team.
• Providing oversight of budgets, space management and office affiliation wherever required in collaboration with the larger office ops team.

Office Operations

• Facilities Management including supervision & suggesting enhancements for Office operations such as Cafeteria Management, Creche and Late evening transportation
• Provide support in the preparation of administration budgets.
• Develop strong relationships with key stakeholders to ensure the business needs are managed effectively.
• Manage and proactively monitor services via the Integrated Facilities Management (IFM) to ensure delivery is at optimal levels
• Office Management: capacity planning for gaining efficiencies and cost control of all office services.
• Negotiate and build relationships with key suppliers to ensure the best price, quality, and service – hotels, catering, corporate stationery, car hire, travel agencies, airlines etc.
• Implement the office security and employee safety plan, including disaster management/emergency services.
• Develop and implement employee engagement activities (in consultation with the office ops team).
• Manage special projects as needed.
• Contribute to BCP Planning for GDSC.

Transport Management

• Identifying and onboarding vendors for transport services
• Develop a digital and an app-based execution model for transport services
• Manage and supervise staff transport services in multiple time zone
• Vendor management - Car services vendors, establish relationships with vendors, negotiate contracts to meet approved budget, compile estimated cost models, and execute required logistics
• Liaise with global, regional, and local stakeholders to understand their existing and emerging transport requirements
• Liaise with government authorities whenever required to ensure compliance and smooth management of employees, vendor partners and logistics
• Monitoring our Travel Compliance policy internally as well as with the Travel Management Company
• Identify opportunities to reduce BCG’s travel costs and program operating expenses
• Responsible for sending out the Monthly MIS, Dashboard etc
• Handling conflict resolution between travel agency and employee and ensuring travel agency takes utmost care of BCG employees
• Ensuring regulatory compliance with respect to the 3 state government requirements in Delhi/ NCR region

YOU BRING (EXPERIENCE & QUALIFICATIONS)

• A graduation degree.
• 10+ years’ experience in a hands-on office admin role from a shared services organisation
• Responsible for multiple functions– such as, Facilities Management, Risk and Local Compliances, and Transport.
• Flexibility to support the team to cater to a diverse, international set of stakeholders.
• Willingness to be flexible regarding office timings.
• Excellent oral and written English language communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Key Competencies:

• Interpersonal and communication skills; clarity, tact, professionalism, and consensus-building skills – in writing, speaking and presenting the information. Able to effectively persuade, influence, and negotiate, as appropriate.
• Ability to work with government authorities and manage the stakeholders therein.
• People management skills, ability to provide honest feedback and support in the development of employees' capabilities, ability to resolve problems that affect performance.
• Ability to maintain highest levels of internal and external confidentiality & integrity.
• Ability to perform analysis and translate this into report/presentation form.
• Strong attention to detail, accurate and thorough; comfortable with numbers.

Our business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs. more