Office Services Administrator

You’ll work in Gurugram, Haryana as a part of McKinsey Global Capabilities and Services (MGCS) responsible for providing administration support for 24 hours x 7 days. The department is responsible for providing services related to corporate travel which includes managing hotel booking and international and domestic travel, office transport, office related procurement, events & conferences etc.

You’ll provide pick-up and drop-off services for more than 800 employees and guide team members in scheduling pick-ups and drop-offs according to shift times to ensure no escalation.

You’ll manage back-to-back pickups and ensure on-time arrivals of cabs and also manage ad-hoc pickups and drop-offs of members and clients. You will interact with firm members and solve their problems in the dropping area and monitor emails to reply with resolutions.

You’ll have to ensure all mobile tab devices are in working condition and 100% compliance of cabs and drivers, as well as give special consideration to female security and track cabs with female employees.

You will be responsible for managing the following reporting and administrative tasks listed below :

• generate various MIS reports on a daily and weekly basis and ensure proper verification of premium and employee transportation cab bills with the trip sheets and passing for payment after necessary deductions;
• provide all report related to transport to finance in monthly basis or as per requirement;
• creation of PO and Maintaining PO Trackers and accruals with preparation of monthly transport billing and charge back data;
• extension / renewal of transport agreements and maintaining monthly transport user subscription list;
• submit the verified / signed invoice to finance team to process the payment;
• follow up with finance team for ensuring timely payment to vendor;
• preparation of daily vendor distribution report and total transport cost.
• 7+ years of experience in managing transportation in a corporate environment
• Proficient in transport software such as MoveInSync, Route Matic  and be able to handle shifts independently
• Strong organizational and administrative skills
• Capability of handling sudden and multiple BCP situations
• Excellent interpersonal and presentation skills
• Proficient in MS Office software (e.g., Excel, Word, PowerPoint)
• Proven track record on coordinating housekeeping and cafeteria activities in corporate office
• Ability to work independently and manage multiple priorities / processes at the same time and prioritize effectively
• Performs well under pressure and meets deadlines effectively
• Resourceful and proven effectiveness working with vendors and suppliers
• Strong customer service orientation and outstanding customer service skills with ability to interact effectively at all levels
• Responsiveness to multiple (often ad hoc) requests and strong sense of urgency
• Possesses high energy, a "can-do" attitude, a willingness to take initiative, and a proactive approach to practice and team support
• Flexibility to work longer hours during peak work periods
• Strong and fluent in written and verbal communication skills respectively - able to clearly and concisely convey key information through a variety of communication channels (voice mail, e-mail, face to face)