Operations Coordinator Job at Boston Consulting Group

Boston Consulting Group partners with leaders in business and society to tackle their most important challenges and capture their greatest opportunities. BCG was the pioneer in business strategy when it was founded in 1963. Today, we help clients with total transformation-inspiring complex change, enabling organizations to grow, building competitive advantage, and driving bottom-line impact.

To succeed, organizations must blend digital and human capabilities. Our diverse, global teams bring deep industry and functional expertise and a range of perspectives to spark change. BCG delivers solutions through leading-edge management consulting along with technology and design, corporate and digital ventures - and business purpose. We work in a uniquely collaborative model across the firm and throughout all levels of the client organization, generating results that allow our clients to thrive.

We are recruiting to fill the position below:

Job Position: Operations Coordinator

Job Location: Lagos
Employment Type: Full-time

What You'll Do

• The Operations Coordinator acts as an integral part of the BCG Lagos office, carrying out a diverse range of office and administration tasks to ensure the seamless running of daily operations and contributing to overall delivery of business objectives.
• The successful candidate will take ownership of the overall office experience for staff and visitors, aligning BCG Lagos to global best practices.
• Key responsibilities include managing office logistics, delivering office events, ensuring maintenance of office facilities, acting as key counterpart for external vendors and supporting general operational needs.

Operations:

• Responsible for overall office functionality and appearance
• Coordinating and monitoring of office space, planning and space allocation
• Updating and managing Lagos office intranet
• Ensuring appropriate coverage at the reception desk, maintaining a high standard at all times
• Coordinating repairs and maintenance with suppliers
• Monitoring of building access control
• Issuing and monitoring distribution of security & visitor access passes
• Monitoring and management of facilities annual budget
• In close coordination with relevant teams, assisting with administrative tasks relevant for business delivery, including photocopying and binding, large mail outs, coordination of deliveries and collections, and ad hoc admin tasks as required to ensure efficient running of the office

Project management:

• Monitoring of rental contracts and corresponding with the landlord
• Coordinating the office design, expansion and remodeling efforts, where needed
• Supporting alignment with internal stakeholders
• Coordinating external project management, contractor and design teams
• Providing operational input into design and build out process

Safety and security:

• Coordinating the overall safety and security for the Lagos office
• Acting as local office contact for safety and security-related protocols
• Coordinating security efforts with global and regional security team

Vendor management:

• Monitoring and management of supplier contracts for outsourced services, acting as the BCG Lagos office representative
• Sourcing, interviewing and set up of new local supplier as required by the office (e.g., facilities management, drivers, caterers, immigration services, administrative contractors)
• Monitoring and managing supplier contracts and owning vendor relationships
• Ongoing management and coordination of Lagos housing program

Meeting & Events Support:

• Planning and organising of key office events as part of the organising committee (e.g.; annual company away event, end of year function)
• Acting as a key point of contact in ensuring internal and external / client meetings run efficiently
• Preparing meeting rooms for staff and client events as per booking requests; including configuration of furniture, AV equipment, ordering and set up of food and beverages, cutlery, crockery etc, and in collaboration with the visiting team, ensuring the room is reconfigured and tidy at the conclusion of meetings
• Assisting with office related events and functions including set up, catering and other requirements as needed

Travel:

• Monitoring and creating travel profiles for all Consulting staff and Business Service Team
• Owning Lagos office relationship with internal stakeholders and external travel vendors

Purchasing and Controlling:

• Managing availability and selection of office consumables including food and beverages, stationery and other items
• Monitoring of consumables and placing of orders
• Monitoring and managing budget for consumables (cost controlling and spend tracking)

Compliance, administration and immigration:

• Acting as key BCG counterpart to our Immigration Service Provider
• Coordinating the Lagos visa process with Immigration Service Provider
  • Ensuring timeous and accurate submission of documents to ISP
  • Keeping track of status of applications
  • Monitoring upcoming Visa requirements, owing renewals and updates
  • Providing regular reporting to leadership and internal teams
• Providing outbound immigration support for individuals participating in international internal or client-related travel
• Tracking relevant people movements in and out of Nigeria from a duty of care and compliance perspective, ensuring appropriate work authorisation has been received by BCG team members present in the Lagos office
• Maintaining close coordination with the Recruiting and Mobility team, ensuring clear handover points where relevant.

You're Good At:

• Self-starting: proactively identifying areas to unlock value and efficiency for the local office within your remit
• Leading and supporting complex project activities working with other internal and external stakeholders
• Ensuring key stakeholders are well-informed and guiding them toward making the right decisions
• Managing relationships with external parties, negotiating preferred outcomes and keeping a strong pulse on delivery
• Managing the ‘small stuff’ with a high caliber in attention to detail and accuracy, particularly when under pressure
• Providing high-level executive support for employees in a fast-paced environment
• Organizing and being able to prioritise and multitask effectively.

You Bring (experience & Qualifications)

• Strong track record in a fast-paced environment, specifically in operations, office management or office coordination role
• Previous experience in organising and running events both in person and virtually in the office and at off-site locations
• Experience in project management, particularly within a complex stakeholder landscape
• Exceptional responsiveness with strong interpersonal and communication skills
• Exceptional time management skills, demonstrating clear systems and composure to handle multiple tasks at once
• Ability to be proactive and take the initiative to identify opportunities to support the team and improve ways of working
• Enthusiasm and a positive “can-do” attitude.