Specialist, Office Services

Description & Requirements

WHAT MAKES US A GREAT PLACE TO WORK We are proud to be consistently recognized as one of the world's best places to work. We are currently the top ranked consulting firm on Glassdoor’s Best Places to Work list and have earned the #1 overall spot a record seven times. Extraordinary teams are at the heart of our business strategy, but these don't happen by chance. They require intentional focus on bringing together a broad set of backgrounds, cultures, experiences, perspectives, and skills in a supportive and inclusive work environment. We hire people with exceptional talent and create an environment in which every individual can thrive professionally and personally. WHERE YOU’LL FIT WITHIN THE TEAM As our Office Services Specialist in Seattle, you'll be the senior operational resource on the ground — the go-to person for everything that makes our office run smoothly. You'll partner closely with our Leadership Services, Program Management, HR, and Recruiting teams, and serve as the primary point of escalation for building, vendor, and in-office event matters. This is a highly visible, in-office role (Monday through Friday) that combines hands-on operations with budget ownership, vendor management, and a genuine role in shaping Seattle's office culture. WHAT YOU’LL DO Office services · Serve as the primary liaison to building, parking, and security management · Submit and manage building-maintenance work orders; independently resolve issues to maintain Bain's operational standards · Own the cafe and office supplies budgets, including forecasting, variance tracking, and vendor cost optimization · Compile and submit monthly payment and chargeback reports (parking, badges, catering) with zero-defect accuracy · Serve as first-line coder for all office services expenses · Manage access cards proactively: program new cards, deactivate cards for departing employees on their last day, maintain visitor card logs, and conduct routine audits · Participate actively on the Life Safety Team; maintain First Aid, CPR, and AED certifications · Ensure emergency supplies, AEDs, and satellite phones are stocked, tested, and compliant with Bain standards · Own and manage vendor relationships (courier, janitorial, Aramark, and others); evaluate and recommend service or supply changes to drive efficiency and cost savings · Perform basic troubleshooting on office equipment and systems; collaborate with facilities technicians as needed Reception · Open and close Reception daily; maintain tidiness across the entire office · Serve as the first point of contact for all callers, visitors, and employees, warm, professional, and well-informed · Register all visitors via the building's visitor management system; greet and announce arrivals promptly · Make real-time decisions on building access, visitor logistics, and meeting priorities without escalation · Coordinate logistics for a high volume of client and internal meetings: room reservations, catering orders, parking validation, and after-hours support New hire and transfer onboarding · Serve as the Office Services point of contact for all new hire and transfer arrivals · Add new team members to the visitor management system ahead of arrival; create and program access badges · Collaborate with Program Management, Recruiting, and HR to ensure smooth in-office onboarding and orientation In-office events · Lead execution of social connectedness programming and select non-marquee events; partner with the local Connects team on the social calendar · Own logistics for recruitment events, including the Intern Send-Off · Coordinate Social Impact efforts: Community Impact Day, fundraising, and local volunteer partnerships · Manage the office calendar: propose annual event dates, send invitations, maintain centralized schedules, and support office-wide programming Special projects · Support Office Services leadership on cross-office initiatives, pilots, and