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Office Service Coordinator

McKinsey & Company

McKinsey & Company

Operations
Tokyo, Japan
Posted on Friday, January 12, 2024
Global Administration

Office Service Coordinator

Who You'll Work With

You will be based in the McKinsey Tokyo, Japan office as part of the Japan Office Services team. The Office Services team covers both Tokyo and Kansai offices and a variety of domains: Office Risk, Real Estate, Office Operation, Office Compliance, and Travel. You will be directly reporting to the Office Services Manager. The Office Services team delivers impact to our colleagues and for our offices in pursuit of improving our colleagues' work experience and productivity and contributes to significantly enhancing cost-effectiveness and operational compliance – and above all, our key mission is promoting the well being of our colleagues by providing a safe and great work environment.

What You'll Do

You will provide broad, proactive, timely, and high quality administrative support, as well as your strategic thinking, to the Office Services team.
Your core responsibilities will include, but are not limited to:
  • Day-to-day management of the facilities team, including ensuring service levels are met (copy room, mail service, helpdesk, and cleaning)
  • Improve and build processes to create the best office experience/effective ways of working, including implementing new technology solutions
  • Support any emergency situations as part of incident management team (e.g., earthquake, building fire, pandemic, virus, or if other crisis strikes)
  • Coordinate maintenance of physical space, including supervising external workers, contractors, and facilities-related vendors and performing quality control inspections
  • Ensure key office operational risks are identified, escalated, and managed appropriately
  • Anticipate issues with external suppliers in advance and takes steps to resolve
  • Independently manage external workers (onboarding/training)
  • Effectively negotiate with vendors to avoid any risks on behalf of the firm
  • Demonstrate excellent project management skills/driving initiatives, including establishing assignments and realistic timelines
  • Maintain office-related certifications and licenses
  • Support all security, risk, and crisis management operations
  • Be accountable for the implementation of firm security regulations followed by IT and Security team, guidelines, support day-to-day security demands, and monitoring
  • Create and maintain a safe and healthy workplace
  • Co-lead of social responsibility and sustainability initiatives

Qualifications

  • Bachelor’s degree required
  • 5+ years of facility/site management experience, ideally in a professional services environment
  • Expertise in MS Word, PowerPoint, Excel, and Outlook; ability to learn other applications
  • Outstanding efficiency and effectiveness of administrative processes
  • Ability to expand role beyond responsive support to proactive contributions; strong initiative and positive attitude
  • Ownership for administrative tasks; ability to work independently
  • Effective problem-solving and project management skills
  • Excitement to cultivate strong relationships with clients and colleagues; energized by working in a collaborative team environment
  • Excellent judgment/decision-making skills; high tolerance for ambiguity
  • Distinctive communication skills, both oral and written
  • Flexibility to work additional overtime occasionally required, particularly for events
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FOR U.S. APPLICANTS: McKinsey & Company is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.

FOR NON-U.S. APPLICANTS: McKinsey & Company is an Equal Opportunity employer. For additional details regarding our global EEO policy and diversity initiatives, please visit our McKinsey Careers and Diversity & Inclusion sites.

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Job Skill Group - CSSA
Job Skill Code - OSC - Office Services Coordinator
Function - Firm Administration;Operations
Industry - Capital Projects & Infrastructure;Infrastructure;Retail
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