Kuala Lumpur Operations Team Lead

WHAT YOU'LL DO

The role of the Operations Team Lead is to work with the SEA Operations Manager and SEA Operations Director to deliver high quality operations services.
The key aspects of this role which is fast paced covers the following areas:

• Oversee all aspects of operations for KL Office
• Ultimate responsibility of the Executive Assistants, Business Support Executives, Facilities Management and Office services.

YOU'RE GOOD AT

Operations

• Ensure all aspects of office operations work smoothly. This includes implementing best in class processes for all aspects of operations so that office run smoothly from supply management to safety and security.
• Oversee the procurement process for the office. Establish, periodically update and maintain the database of approved suppliers working with Business Support Executives. Ensure risk management process that has been established for supplier management is followed.
• Recommend to Global Procurement, local hotels for negotiation for global competitive rates annually.
• Negotiate and build relationships with key suppliers to ensure best price, quality and service levels (e.g. car hire, airlines etc).
• Carry out semi-annual inspections of office premises to establish condition of office and whether any refurbishments or repairs are required.
• Where there is a major fit out of an office space, oversee all aspects of the fit out including working with Office Head to establish fit out configuration, plan and timetable to deliver. The detailed plan would include liaising with Global Real Estate on lease renewal and space management.

Safety & Security
Ensuring compliance with Global Security & Safety Standards. This includes but is not limited to ensuring that Emergency Readiness Standards are kept up-to-date. Participating in the Incident Response Table Top exercise twice a year and being an active member of the local IRT.
Management of Executive Assistants (EA)
A key role of the Operations Team Lead is to ensure excellent support is provided to Senior Leadership Team i.e. Managing Director & Partner (MDP), Partners, Principals and BST Directors. This includes the following:

• Periodic review of capacity needs based on headcount projections for Senior Leadership Team.
• Ensure proper allocation of EA to the Senior Leadership Team.
• Ensure proper EA back-up matrix.
• Acting as a coach / mentor as necessary to Executive Assistants to assist them grow in the role.
• Provide mid-year and year end feedback to Executive Assistants based on feedback from the stakeholders that the Executive Assistants support.

Facilities and Meeting Management
Facilities and Meeting Management involves ensuring the office facilities are always in working order to the level expected of a BCG office. Meeting Management involves ensuring all major events (EBM, Leadership and Management Team meetings, senior leadership visits, All Hands and such events) are properly managed.
Facilities management

• Implement processes including checklists (which Business Support Executives will execute) where specific checks are carried out daily especially for meeting rooms to ensure all equipment are working and rooms are properly set up for meetings and discussions.
• Ensure (with Business Support Executives) that pantry and other office supplies are sufficient for consumption by employees.
• Ensure compliance with safety and security standards including but not limited to updating Emergency Protocols.

Meeting management
Oversee arrangements when meetings are hosted by office. This would include but is not limited to appointing Persons-In-Charge (PIC, typically Senior Executive Assistants and Business Support Executives) to be the on the ground support for meetings; briefing them including preparing / reviewing meeting checklist, negotiating with hotel on rates, services to be provided and etc.; anticipating potential issues and how to deal with them (i.e. have a Plan B).
Budgeting
Prepare annual budgets and quarterly budget review for all line items that come under the purview of the Operations function and monitor actual spend against budgets, recommending course of action to take if actuals are ahead of budget.
Real Estate

• Work with the Global Real Estate team to ensure capacity needs are met.
• Manage seating arrangements for a fast-growing business including being creative in designing options for staff and implementing agreed strategies.
• Work with real estate vendor during renewal of leases to ensure the company gets competitive renewal rates.
• Assist in fit-out project as and when required

Special Projects
From time to time the Operations Team Lead will be required to assist in Special Projects. This will be defined by the SEA Operations Director with input from the Office Lead and other Functional Directors.

YOU BRING (EXPERIENCE & QUALIFICATIONS)

Self-motivated individual who has at least 15 years’ experience of which 5 years is in the
Supervisory level. The individual will be expected to work with a diverse group of individuals and able to multitask and respond in a fast-moving environment. Key skill sets required are as follows:

• Excellent oral and written communications. Should be able to present to a senior group of leaders.
• Has managed complex teams in a professional services organization or in an organization which has demanding customer satisfaction levels.
• Has experience in managing EA team as well as with the office procurement process.
• Experience in managing facilities or large events preferred.
• Has a friendly disposition but also able to be firm when necessary

YOU'LL WORK WITH

Our business management and Operations Team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the Team Leaders and office coordinators who manage these operations and business management jobs.