The Company

Bain & Company is a top Management Consulting firm. We advise leaders on strategy, marketing, organization, operations, IT and M&A, across all industries and geographies.

Role Description

As Office Assistant in Bain Copenhagen, you will be an integral part of the Functional Professional Staff, responsible for local office-specific issues as an internal service provider. The role is to take care of the office, reception and premises, and you will be the first point of contact for any visitors to the office. The role can also include ad hoc tasks such as supporting local recruiting, marketing, event planning, TSG or other small internal projects. You will work out of the reception, but your tasks will bring you around the entire office.

Bain is a professional office environment, and this role requires a representative individual with a high degree of self-motivation, meticulous attention to detail and a great customer service attitude. You will be required to maintain Bain’s high standard of reception/answering services and all associated duties. Excellent communication and organization skills, as well as a professional attitude are an absolute must to be successful in this role. You should be able to work under stress, yet always with a smile.

Responsibility and Office Duties

Receptionist role

•      Meet and greet all visitors who arrive at the reception

•      Ensure that the reception is manned and works in line with set guidelines

•      Answer the phone in a professional and accommodating manner

•      Order couriers and taxis

•      Know how everything works in the office regarding security, keys and entry systems and instruct employees on alarm and office safety

•      Prepare meeting rooms for interviews and client meetings

•      Order lunch and dinners for teams and client meetings

•      Support with printing and binding jobs when needed

Office space

•      Ensure that the office (reception, meeting rooms, common areas, storage room and kitchen (incl. dish washer and coffee machines)) is presentable, tidy and well equipped

•      Order kitchen and office supplies in line with budget and guidelines

•      Ensure that all machines (coffee machine, printers etc.) work accordingly and, if required, carry out small maintenance works (change toner, light bulbs)

•      Assist in coordinating the cleaning contractors and suppliers and deal with any issues that may arise

•      Be part of the Crisis Management and Fire Warden team in the Copenhagen office

Food and office supplies

•      Keep track of and order snacks and office supplies

•      Organise breakfast and dinners when planned

•      Order food for meetings internal or external

•      Arrange Wednesday cake and Friday candy

Recruiting & Events

•      Give an office introduction to new starters/transfer

•      Assist in practicalities regarding new employees

•      Instruct new employees how to use the meeting room equipment

•      Order and set up snacks, dinners and drinks for events held in the office

•      Other ad hoc event planning tasks

Project Management

•      Build effective relationships with external suppliers and vendors as required

Personal Attributes

•      Representative and professional

•      Service minded

•      Proactive, flexible and able to take own initiatives

•      Ability to multi-task in a fast-paced environment

•      Have an eye for details and be a stickler for accuracy

•      Be a team player

Qualifications:

Essential

•      Computer literate, Microsoft Office package (Outlook, Word, Excel, PowerPoint)

•      Reception experience and a hospitable mindset

•      Fluent Danish and English, oral and written

•      Good verbal and written communication skills