Specialist, Office Services

Bain & Company; Seattle (WA); On-site; USD 68,000 - 81,000; Full time

Benefits offered by this job

Bonus

401(k) matching

Medical/Dental/Vision

Paid time off

Job summary

Bain & Company, Seattle office, is seeking an Office Services Specialist to ensure the smooth operation of the office, including managing budgets and vendor relationships. This on‑site role (5x a week) collaborates with Leadership Services, HR, Recruiting and Program Management to keep the office running exceptionally.

You will handle reception, onboarding, facilities issues, and event logistics, while prioritizing a safe, welcoming environment for staff and visitors.

Qualifications

• 3–5+ years in office services, facilities or operations, preferably in professional services.
• Strong proficiency with Microsoft Outlook, Excel, PowerPoint, and Word.
• Excellent interpersonal skills with a customer‑first mindset and professional presence.
• Ability to manage multiple priorities with minimal supervision.

Responsibilities

• Serve as the primary liaison to building, parking, and security management.
• Own budgets for cafe and office supplies, including forecasting and cost optimization.
• Coordinate reception, visitor management, meetings logistics, and vendor relationships.
• Lead onboarding for new hires and transfers within the Seattle office.
• Support life safety initiatives and maintain certifications.
• Assist with events and cross‑office initiatives to improve efficiency.

Skills

Office operations

Facilities management

Customer service

MS Office proficiency

Communication

Education

High school diploma

Bachelor’s degree preferred

Tools

Microsoft Outlook

Excel

PowerPoint

Word

Job description

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.

WHERE YOU’LL FIT WITHIN THE TEAM

As our Office Services Specialist in Seattle, you'll be the senior operational resource on the ground — the go‑to person for everything that makes our office run smoothly. You'll partner closely with our Leadership Services, Program Management, HR, and Recruiting teams, and serve as the primary point of escalation for building, vendor, and in‑office event matters. This is a highly visible, in‑office role (Monday through Friday) that combines hands‑on operations with budget ownership, vendor management, and a genuine role in shaping Seattle's office culture.

WHAT YOU’LL DO

Office services

• Serve as the primary liaison to building, parking, and security management
• Submit and manage building‑maintenance work orders; independently resolve issues to maintain Bain's operational standards
• Own the cafe and office supplies budgets, including forecasting, variance tracking, and vendor cost optimization
• Compile and submit monthly payment and chargeback reports (parking, badges, catering) with zero‑defect accuracy
• Serve as first‑line coder for all office services expenses
• Manage access cards proactively: program new cards, deactivate cards for departing employees on their last day, maintain visitor card logs, and conduct routine audits
• Participate actively on the Life Safety Team; maintain First Aid, CPR, and AED certifications
• Ensure emergency supplies, AEDs, and satellite phones are stocked, tested, and compliant with Bain standards
• Own and manage vendor relationships (courier, janitorial, Aramark, and others); evaluate and recommend service or supply changes to drive efficiency and cost savings
• Perform basic troubleshooting on office equipment and systems; collaborate with facilities technicians as needed

Reception

• Open and close Reception daily; maintain tidiness across the entire office
• Serve as the first point of contact for all callers, visitors, and employees, warm, professional, and well‑informed
• Register all visitors via the building's visitor management system; greet and announce arrivals promptly
• Make real‑time decisions on building access, visitor logistics, and meeting priorities without escalation
• Coordinate logistics for a high volume of client and internal meetings: room reservations, catering orders, parking validation, and after‑hours support

New hire and transfer onboarding

• Serve as the Office Services point of contact for all new hire and transfer arrivals
• Add new team members to the visitor management system ahead of arrival; create and program access badges
• Collaborate with Program Management, Recruiting, and HR to ensure smooth in‑office onboarding and orientation

In‑office events

• Lead execution of social connectedness programming and select non‑marquee events; partner with the local Connects team on the social calendar
• Own logistics for recruitment events, including the Intern Send‑Off
• Coordinate Social Impact efforts: Community Impact Day, fundraising, and local volunteer partnerships
• Manage the office calendar: propose annual event dates, send invitations, maintain centralized schedules, and support office‑wide programming

Special projects

• Support Office Services leadership on cross‑office initiatives, pilots, and process improvement projects
• Share and implement best practices with regional Office Services leaders
• Continuously improve the effectiveness and efficiency of Office Services in Seattle

ABOUT YOU

• This role is an on‑site position (5x a week) and requires working in the office Monday through Friday, 8:30AM-5PM, with occasional flexibility for early mornings, evenings, and off‑hours events.
• 3‑5+ years of experience in office services, facilities, or operations; professional services experience preferred
• Facilities management and/or building systems experience preferred
• High school diploma required; bachelor's degree preferred
• Strong proficiency in Microsoft Outlook, Excel, PowerPoint, and Word
• Polished interpersonal skills with a customer‑first mindset and professional presence
• Outstanding attention to detail and organizational skills
• Able to manage multiple priorities simultaneously with minimal supervision
• Calm, poised, and tactful under pressure
• Strong judgment and ability to maintain confidentiality
• Clear written and verbal communicator
• Dependable, reliable, and comfortable working independently
• Able to lift and/or move a minimum of 25 lbs.

U.S. 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 Washington State, the good‑faith, reasonable annualized full‑time salary range for this role is between $67,500-$80,500; 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