Receptionist - Mumbai

Oliver Wyman is now looking to hire a Receptionist to join our growing team in India

This role will be based out of our Mumbai office.

Job Overview:

The Receptionist in the Office Services department is responsible for providing administrative support to the business team and ensuring efficient day-to-day office operations. This role involves maintaining office services, security, managing office applications, communication, and providing exceptional client service.

Key Responsibilities:

Front Desk Management:

• Greet clients and visitors with a warm and professional demeanor.
• Manage and maintain a tidy and organized reception area to create a positive first impression.
• Handle incoming calls, messages, and inquiries promptly and professionally.
• Receive, sort, and distribute mail and deliveries.

Client Service:

• Ensure exceptional client service by addressing inquiries, providing information, and assisting with appointments or meetings.
• Act as a liaison between clients and relevant staff members, ensuring smooth communication and addressing client concerns.

Administrative Support:

• Assist with administrative tasks, including scheduling appointments, managing calendars, and organizing meetings.
• Prepare and distribute internal and external communications, ensuring accuracy and professionalism in all written and spoken interactions.

Problem Solving and Creativity:

• Display proactive thinking and creative problem-solving skills to efficiently handle unexpected situations and find innovative solutions.

Reliability and Punctuality:

• Maintain a consistent and reliable work schedule, adhering to all assigned shifts and demonstrating punctuality and dependability.

Support, Communication & Troubleshooting:

• Creating and circulating department communications and announcements.
• Corporate AMEX card administration & escalations.
• Manage car parking card distribution and parking policy briefings.
• Liaise with the Facilities team for maintenance issues.
• Implement Health, Safety, and Environment (HSE) processes and policies.
• Assist with Zoom / Teams setup and troubleshooting any issues with the audio-visual setup.
• Invoice processing – raising requisitions/PO with vendor management.
• Coordinate BCD travel services for hotel, flight, and car bookings when needed & handle escalations.
• Manage the Office Services onboarding/offboarding process.
• Handle office directory management and distribution.
• Monitor and control access to the office premises, ensuring the safety and security of the workplace.
• Follow established security procedures, including signing in and out of visitors and issuing visitor badges.
• Manage meeting room bookings as well as room configurations for in-office meetings/trainings/events – facilities' set-up, catering, and IT coordination if A/V, if required.
• Working closely with the IT department to ensure IT requirements are met throughout the office.
• Office & building security access management.
• Office occupancy tracking & reporting.
• Maintain facilities tracker.
• Co-ordinate with the horticulture vendor to maintain the plants in the office.
• Managing order and delivery of pantry items.
• Ordering snacks & maintaining the stock.
• Coordinate with the lunch vendor to finalize the weekly menu and place the order.
• Oversee the presentation of cutlery and food arrangements in both the snack area and the cafeteria.

Soft Skills:

• Attention to detail.
• Flexible and goal oriented.
• Proficient in written and spoken English, with impeccable grammar and communication skills.
• Excellent organizational and multitasking abilities, with attention to detail and accuracy.
• Strong interpersonal skills and a professional, friendly demeanor.
• Ability to work independently and collaboratively within a team environment.
• Problem solver with a creative mindset
• Strong client service experience.
• Excellent communication and negotiation skills
• Capable of dealing with people at all levels in a multicultural environment, aligning clear expectations of requests and committed to executing deliverables to the highest standards

Experience Required:

• Minimum 3 years' experience in a corporate Reception or Office Services position.
• Experience in Financial Services, Management Consultancy and/or a Professional Services environment is a plus.

Technical Skills:

• Strong Word, PowerPoint, Excel and Outlook skills.
• Video conferencing knowledge a plus.
• Knowledge of smart office solutions is a plus.
• Oracle knowledge advantageous.