Office Manager & EA

Job Title: Office Manager & EA

Location: Sydney
 

Position type: Full time, permanent

This role is instrumental in providing vital office management support to our Sydney office on a day to day basis. We are looking for a reliable individual to provide an efficient and effective service.

About The Job

While there is rarely a typical day, here’s a snapshot of some of the key parts of the job:

Office Maintenance

• Responsible for new starter/leaver activities e.g. profile, asset management including pre-boarding and on-boarding checklists for new starters

• Responsible for relationship with shared office owners

• Manage office related outsourcing providers

• Maintain suppliers’ list and emergency contacts (shared drive)

• Responsible for all office supplies and condition

• Responsible for procurement e.g. stationary, office supplies, kitchen goods, cleaning items

• Maintain office manual for ongoing staff instructions i.e. responsible for office life communication

• Maintain and ensure office equipment safe and function well

Office Development

• Local liaison for Facilities Function

• Local co-ordinator for office projects such as refurbishment / development including purchase of furniture, IT equipment, health and safety equipment, and dealing with contractors on site.

• Responsible for office branding including ensuring compliance with Group Policies

• Monitor office lease agreement, service contract, subscription, insurance renewal, and etc.

Policies & Procedures

• Maintain up to date procedures (shared drive) and implement regular controls in the areas of Business Continuity Plan, Health & Safety, Environmental Management, and Information Security

• Ensure consistency with Group Policy Framework and complete quarterly risk assessments

• Responsible for Health & Safety including co-ordination

• Co-ordinate First Aid / Fire Marshall trainings and refreshers

IT Services/Co-ordination

• Assess needs and supervise procurement e.g. IT equipment, telephone systems, mobile phones

• Supervise local installation / implementation of IT equipment

• Supervise maintenance of IT estate

People Management

• Enable management structures to work effectively in the Sydney office, having direct oversight of local employees as appropriate.

• Ensure that immigration and employment standards and requirements are adhered to at all times, in conjunction with HR for any overseas secondments

• Ensure all colleagues adhere to Workday requirements in a timely manner

Executive Support

• Co-ordinate monthly meetings to maintain / improve efficiency

• Perform other ad-hoc tasks as required

• Business trip arrangement including flight booking, accommodation and meeting itinerary

• Co-ordinate all aspects of visits for overseas colleagues when in Australia

• Co-ordinate client meetings and expenses for executives

• Suggest and arrange market functions and events

• Provide general support to visitors including itinerary co-ordination

• Provide support to Underwriters

What you’ll need:

For this particular role there are some important qualifications and experience we need you to have. These include:

• Experience in a similar role

• A desire to work within a small and growing local team, supported by a broad regional and global team.

• Good working knowledge of Outlook, Word, Excel and PowerPoint

• Professional, reliable, proactive, tactful and discrete.

• An effective and confident communicator. 

• Good at planning, organising and prioritising. 

• Ability to analyse and problem solve. 

• Produce accurate and timely work. 

• Personal drive and delivery focus

• Proven strong organisational and prioritisation skills

• Excellent communication, relationship building and influencing skills

• Take the initiative, be proactive and demonstrate a clear thought process in decision making and to consider the wider picture

• Good problem-solving skills

• Good process implementation and project management skills

• Ability to prioritise, multi-task, work to strict deadlines and work well under pressure

• Unflappable, confident

• Experience in an insurance or reinsurance environment a possible advantage

What you can expect from us:

A competitive salary and benefits package is a given, but you can also expect:

• A great team and supportive colleagues

• Hybrid Working environment

• Flexible Working

• Exposure and training in reinsurance underwriting with a view to operating as an underwriting assistant

• A strong focus on diversity, inclusion and equal opportunities

• A programme of wellbeing and mental health support

• Employer-supported volunteering (ESV)

• Continuous learning and study support

• Structured career development

• An open mind (especially to new ideas and ways of doing things)