Overview
Office Manager & EA Jobs in Sydney, New South Wales, Australia at MS Amlin
Title: Office Manager & EA
Company: MS Amlin
Location: Sydney, New South Wales, Australia
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)
About MS Amlin
MS Amlin is part of a global top-10 insurance group, MS&AD. We’re made up of four distinct businesses covering global reinsurance, Lloyds franchise, local specialty insurer, and business services.
