Vista previa de la oferta
Office Manager
Other
Provide office and administrative support to Markel Australia.Duties and accountabilities
Reception
- Meet and great all visitors to the local office to ensure their arrival and departure experience is genuine, friendly and efficient
- Direct all incoming telephone calls and taking and conveying messages
- Book meetings and set up rooms for conferences
- Provide refreshments or arranging catering for visitors and meeting attendees
- Provide first line contact with third party suppliers, building management, maintenance and cleaning providers: logging faults with Lloyds and following up through to complete resolution
- Maintain office stationary to appropriate level, replenishing stock as and when required
Assistance to MD and senior colleagues
- Assist with expenses recording and submission
- Manage diary and appointments
Administration
- Assist with travel bookings, as required
- Book couriers and taxis, as required
- Maintain and update records of company assets (including branded merchandise items)
- Maintain office equipment and escalate issues with the relevant department
- Manage archiving for local office (including destruction of old hardcopy documents)
- Ensure pantry supplies are sufficient
- Ensure cleanliness and tidiness of local office
- Assist with new joiner onboarding as directed by hiring manager and Asia Pacific HR Advisor
- Assist with Company events as directed and adhere to budget provided.
- Manage office move and/or refurbishment
Finance
- Assist on analysis, budgeting and forecasting of expenses as and when needed, including marketing, travel and entertainment.
- Ensure new suppliers are onboarded in accordance with internally agreed process.
- Maintain and forward on paper documents to other Asia Pacific colleagues for their further action (tax invoices/ closings from brokers/ cheque images)
- Chase brokers for outstanding closings or credit notes as required.
- Assist underwriters and finance with premium debt chasing as required.
- Liaise with local external service provider as and when directed by Asia Pacific Finance Team for tax filing matters.
Building Management
- Liaise with building management team/ co-working office team and building reception to ensure all visitors to the local office are provided with building access cards
- Escalate any facilities or office management issues to London Facilities team, as appropriate
- Assume the “Health and Safety Officer” role
Business Continuity Plan (BCP)
- Oversee BCP for Australia including understanding the requirements, checking the resilence, ensuring accurate maintenance of call cascade and testing remote access
- Manage the BCP , providing updates to the fellow colleague in Asia Pacific and London, as required
- Liaise with building management team, building reception and London Facilities team, as required
Skills, knowledge and experience
The successful candidate will:
- Have experience of working within a corporate environment
- Be computer literate, they should have the ability to develop a full understanding and capability of in-house and MS systems
- Demonstrate due care and attention in following documented processes aligned to their role
- Demonstrate flexibility and a high degree of accuracy
- Demonstrate a ‘can do’ attitude that is professional and efficient
Markel competencies
Pursuit of excellence
- Consistently provides quality work products
- Adapts behaviour to reflect the style of others to foster effective working relationships
- Finds the most efficient and practical means of overcoming challenges
Customer focus
- Actively looks for solutions to customer problems
- Seeks to further knowledge of customer needs
- Builds relationships with customers and responds to needs by demonstrating tact, empathy and professionalism
Business results
- Seeks the best and most direct option to accomplish tasks
- Demonstrates effective organisation skills
- Applies logic and draws accurate conclusions from information
Collaboration
- Helps others succeed
- Approaches change in a positive manner
- Listens for and acts on key information
Strong foundations
- Holds self and others accountable to ethical standards
- Takes ownership and accountability for own development
- Shows accountability and resilience in achieving goals