Oliver Wyman is now looking to hire a Receptionist to join our growing team in India!
This role will be based out of our Mumbai office.
Job Overview:
The Receptionist in the Office Services department is responsible for providing administrative support to the business team and ensuring efficient day-to-day office operations. This role involves maintaining office services, security, managing office applications, communication, and providing exceptional client service.
Key Responsibilities:
Front Desk Management:
- Greet clients and visitors with a warm and professional demeanor.
- Manage and maintain a tidy and organized reception area to create a positive first impression.
- Handle incoming calls, messages, and inquiries promptly and professionally.
- Receive, sort, and distribute mail and deliveries.
Client Service:
- Ensure exceptional client service by addressing inquiries, providing information, and assisting with appointments or meetings.
- Act as a liaison between clients and relevant staff members, ensuring smooth communication and addressing client concerns.
Administrative Support:
- Assist with administrative tasks, including scheduling appointments, managing calendars, and organizing meetings.
- Prepare and distribute internal and external communications, ensuring accuracy and professionalism in all written and spoken interactions.
Problem Solving and Creativity:
- Display proactive thinking and creative problem-solving skills to efficiently handle unexpected situations and find innovative solutions.
Reliability and Punctuality:
- Maintain a consistent and reliable work schedule, adhering to all assigned shifts and demonstrating punctuality and dependability.
Support, Communication & Troubleshooting:
- Creating and circulating department communications and announcements.
- Corporate AMEX card administration & escalations.
- Manage car parking card distribution and parking policy briefings.
- Liaise with the Facilities team for maintenance issues.
- Implement Health, Safety, and Environment (HSE) processes and policies.
- Assist with Zoom / Teams setup and troubleshooting any issues with the audio-visual setup.
- Invoice processing raising requisitions/PO with vendor management.
- Coordinate BCD travel services for hotel, flight, and car bookings when needed & handle escalations.
- Manage the Office Services onboarding/offboarding process.
- Handle office directory management and distribution.
- Monitor and control access to the office premises, ensuring the safety and security of the workplace.
- Follow established security procedures, including signing in and out of visitors and issuing visitor badges.
- Manage meeting room bookings as well as room configurations for in-office meetings/trainings/events facilities set-up, catering, and IT coordination if A/V, if required.
- Working closely with the IT department to ensure IT requirements are met throughout the office.
- Office & building security access management.
- Office occupancy tracking & reporting.
- Maintain facilities tracker.
- Co-ordinate with the horticulture vendor to maintain the plants in the office.
- Managing order and delivery of pantry items.
- Ordering snacks & maintaining the stock.
- Coordinate with the lunch vendor to finalize the weekly menu and place the order.
- Oversee the presentation of cutlery and food arrangements in both the snack area and the cafeteria.
Soft Skills:
- Attention to detail.
- Flexible and goal oriented.
- Proficient in written and spoken English, with impeccable grammar and communication skills.
- Excellent organizational and multitasking abilities, with attention to detail and accuracy.
- Strong interpersonal skills and a professional, friendly demeanor.
- Ability to work independently and collaboratively within a team environment.
- Problem solver with a creative mindset
- Strong client service experience.
- Excellent communication and negotiation skills
- Capable of dealing with people at all levels in a multicultural environment, aligning clear expectations of requests and committed to executing deliverables to the highest standards
Experience Required:
- Minimum 3 years experience in a corporate Reception or Office Services position.
- Experience in Financial Services, Management Consultancy and/or a Professional Services environment is a plus.
Technical Skills:
- Strong Word, PowerPoint, Excel and Outlook skills.
- Video conferencing knowledge a plus.
- Knowledge of smart office solutions is a plus.
- Oracle knowledge advantageous.
