Oliver Wyman - Office Services Administrator 12-18 Months Contract - Abu Dhabi

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 department. In 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.

Oliver Wyman, a business of Marsh McLennan (NYSE: MMC), is a management consulting firm combining deep industry knowledge with specialized expertise to help clients optimize their business, improve operations and accelerate performance. Marsh McLennan is a global leader in risk, strategy and people, advising clients in 130 countries across four businesses: Marsh, Guy Carpenter, Mercer and Oliver Wyman. With annual revenue of $24 billion and more than 90,000 colleagues, Marsh McLennan helps build the confidence to thrive through the power of perspective. For more information, visit oliverwyman.com, or follow on LinkedIn and X.

Marsh McLennan is committed to embracing a diverse, inclusive and flexible work environment. We aim to attract and retain the best people and embrace diversity of age, background, disability, ethnic origin, family duties, nationality, parental status, personal or social status, political affiliation, race, religion and beliefs, sex/gender, skin color, or any other characteristic protected by applicable law.