Receptionist Assistant Office Services

General Information

Job Title

Receptionist (Assistant, Office Services)

Job ID

111744

Work Areas

Administrative

Employment Type

Permanent Part-Time

Location(s)

Silicon Valley

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.

WHO YOU'LL WORK WITH

You'll join our Office Services team in Silicon Valley, working closely with colleagues across Operations, Recruiting, and office leadership. Together, we create a welcoming, efficient, and high-quality office experience for our employees, clients, recruits, and visitors.

WHERE YOU'LL FIT WITHIN THE TEAM

As an Office Services Coordinator, you'll play a key role in keeping our Silicon Valley office running smoothly while creating an exceptional experience for everyone who walks through our doors.

ou'll oversee day-to-day office operations, manage facilities and vendor relationships, coordinate café services and budgets, and lead office improvement initiatives. You'll also partner with our broader Operations team to deliver seamless client events, workshops, and internal programs.

This is a hands-on, service-oriented role that offers the opportunity to take ownership of important office initiatives, build strong relationships across teams, and make a visible impact on the workplace experience.

WHAT YOU'LL DO

Office Operations & Facilities Management

• Coordinate daily office operations, including building maintenance requests, facilities services, and workplace support.
• Manage employee and visitor access, including badge creation, programming, deactivation, inventory, and regular security audits.
• Support onboarding and employee transfers by coordinating office access and preparing for arrivals.
• Maintain strong relationships with external vendors, including building management, security, janitorial, and courier services.
• Oversee café operations, including inventory planning, food and beverage ordering, budget tracking, and vendor coordination.
• Identify opportunities to improve service quality, streamline processes, and manage costs effectively.
• Prepare accurate monthly expense reports, payment documentation, and chargebacks, ensuring timely submission and appropriate expense coding.
• Participate in office life safety initiatives and relevant training, including First Aid certification.
• Lead biannual office cleanups, coordinating vendors, staff communications, scheduling, and the disposal of surplus furniture and equipment.

Client Events & Office Programming

• Manage the end-to-end logistics of client events, workshops, and internal meetings, including room setup, audiovisual requirements, catering, vendor coordination, and post-event activities.
• Serve as the primary on-site contact during events, ensuring smooth execution and a positive experience for attendees.
• Develop and maintain event checklists, processes, and planning resources to support consistent, high-quality execution.
• Partner with Recruiting to coordinate events and key milestones, including intern programming.
• Collaborate with Operations leadership to maintain the office programming calendar, coordinate stakeholders, and manage scheduling changes.
• Support cross-office initiatives, pilot programs, and special projects that enhance the employee and client experience.
• Share best practices and collaborate with Office Services colleagues across the region to drive continuous improvement.

ABOUT YOU

• You have experience in a fast-paced, customer service-oriented environment, ideally within professional services.
• You hold a bachelor's degree or have at least five years of relevant experience in office services, facilities management, or project coordination in lieu of a degree.
• You're proficient in Microsoft Office applications, including Outlook, Excel, PowerPoint, and Word.
• You bring excellent organizational skills, strong attention to detail, and the ability to manage multiple competing priorities.
• You have strong interpersonal and communication skills, with a professional, approachable, and service-oriented mindset.
• You're dependable, proactive, and comfortable working independently with minimal supervision.
• You remain calm, resourceful, and solutions-focused when navigating unexpected challenges or time-sensitive requests.
• Experience with project management tools such as Asana, Trello, or similar platforms is a plus.

Work Environment

This role is an on-site position and requires working in the office Monday through Friday during regular business hours. Flexibility to work occasional early mornings, evenings, or overtime is required to support events, workshops, and urgent operational needs.

The role may require lifting or moving items weighing at least 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

US COMPENSATION INFORMATION

Compensation for this role includes base salary, annual discretionary performance bonus, 401(k) plan with an annual employer contribution based on years of service and Bain's best in class benefits package (details listed below).

Some local governments in the United States require a good-faith, reasonable salary range to be included in job postings for open roles. The estimated annualized compensation for this role is as follows:

• In California, the good-faith, reasonable annualized full-time salary range for this role is between ($55,000-66,000). Placement within this range will vary based on several factors including, but not limited to experience, education, licensure/certifications, training and skill level.
• Annual discretionary performance bonus.
• This role may also be eligible for other elements of discretionary compensation.
• 4.5% 401(k) company contribution, which increases after 3 years of service and is 100% vested upon start date.

Bain & Company's comprehensive benefits and wellness program is designed to help employees achieve personal independence, protection and stability in the areas most important to you and your family.

• Bain pays 100% individual employee premiums for medical, dental and vision programs, offering one of the most comprehensive medical plans for employees without impacting your paycheck.
• Generous paid time off, including parental leave, sick leave and paid holidays.
• Fully vested 401(k) company contribution.
• Paid Life and Long-Term Disability insurance.