Oliver Wyman Office Services Administrator (12-18 Months Contract) Abu Dhabi (National Talent)

Oliver Wyman is now looking to recruit an Office Services Administrator for 12-18 months to join our Middle East office and be part of our IMEA (India Middle East Africa) team!

The role will be based out of Abu Dhabi office.

Job Overview:

We are seeking a highly organized and professional Office Services Administrator to join the Office Services this role you will play a crucial role in creating a positive and welcoming atmosphere and ensuring efficient day-to-day office operations. This is a dynamic role that requires exceptional customer service skills and the ability to handle a variety of administrative tasks. The ideal candidate will have excellent communication skills a friendly demeanor ability to multitask effectively and have a strong background in office administration

Key Responsibilities:

Front Desk Coordination:

• Greet clients and visitors with a professional demeanor and direct them to the appropriate person or department.

• Manage and maintain a tidy and organized reception area to create a positive first impression.

• Answer screen and forward incoming calls messages and inquiries promptly and professionally.

• Work in collaboration with the IMEA Reception teams to ensure seamless transition of tasks throughout the working week.

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.

• Coordinate business card requests with supplier.

• Manage administration of AMEX Corporate Credit Cards.

• Onboard new suppliers or vendors for Office Services.

• Negotiate vendor contracts.

• Invoice processing raising requisitions/PO with vendor management.

• Serve as point of contact for escalating employee issues with BCD Travel.

• Follow up on and send out the monthly BCD travel report to staff.

• Manage the Office Services onboarding/offboarding process.

• Handle office directory management and distribution.

• Liaise with the Facilities team for maintenance issues.

• Maintain positive partnership with building management team.

IT Support:

• Issue guest Wi-Fi access.

• Act as first point of contact to troubleshoot basic IT issues for visitors and employees.

• Assist with basic ZOOM troubleshooting and audio-visual conference room setup.

• Escalate any IT issues to MMC Tech team.

• Work closely with the IT department to ensure seamless services across offices.

Office Access:

• Monitor and control access to the office premises ensuring the safety and security of the workplace.

• Use software to issue and manage access cards for employees.

• Distribute track and manage both building and office access cards for employees.

• Ensure security protocols are followed for entry and exit procedures.

• Maintain accurate records of visitors.

• Manage parking cards distribution and parking policy briefings.

Meeting Room Booking:

• Manage meeting room booking process.

• Manage calendar for meeting room bookings ensuring bookings are made using most efficient use of space.

• Coordinate catering requirements for bookings.

• Work closely with Facilities team to ensure set up of meeting rooms is accurate and on time.

Courier:

• Manage courier accounts.

• Ensure timely payment of courier invoices.

• Receive daily mail/deliveries.

• Create AWBs and coordinate pick up of business-related shipments.

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.

• Excellent communication and teaming.

• Ability to work independently and collaboratively within a team environment.

• Ability to enforce compliance with existing company policies and procedures.

Technical Skills:

• Strong proficiency in Word PowerPoint Excel and Outlook.

• Knowledge of different corporate video conferencing platforms is a plus.

• Knowledge of smart office solutions is a plus.

• Knowledge of iProcurement or similar payment platform.

• Knowledge of basic HSE policies is a plus.

Experience Required:

• Minimum 3 years experience in a corporate Reception position/Office Administration position.

• Experience in financial services management consultancy or professional services.