Office Manager

Job Description

\n Provide office and administrative support to Markel Australia.\n

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Duties and accountabilities

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Reception

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• Meet and great all visitors to the local office to ensure their arrival and departure experience is genuine, friendly and efficient
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• Direct all incoming telephone calls and taking and conveying messages
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• Book meetings and set up rooms for conferences
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• Provide refreshments or arranging catering for visitors and meeting attendees
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• 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
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• Maintain office stationary to appropriate level, replenishing stock as and when required
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Assistance to MD and senior colleagues

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• Assist with expenses recording and submission
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• Manage diary and appointments
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Administration

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• Assist with travel bookings, as required
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• Book couriers and taxis, as required
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• Maintain and update records of company assets (including branded merchandise items)
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• Maintain office equipment and escalate issues with the relevant department
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• Manage archiving for local office (including destruction of old hardcopy documents)
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• Ensure pantry supplies are sufficient
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• Ensure cleanliness and tidiness of local office
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• Assist with new joiner onboarding as directed by hiring manager and Asia Pacific HR Advisor
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• Assist with Company events as directed and adhere to budget provided.
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• Manage office move and/or refurbishment
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Finance

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• Assist on analysis, budgeting and forecasting of expenses as and when needed, including marketing, travel and entertainment.
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• Ensure new suppliers are onboarded in accordance with internally agreed process.
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• Maintain and forward on paper documents to other Asia Pacific colleagues for their further action (tax invoices/ closings from brokers/ cheque images)
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• Chase brokers for outstanding closings or credit notes as required.
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• Assist underwriters and finance with premium debt chasing as required.
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• Liaise with local external service provider as and when directed by Asia Pacific Finance Team for tax filing matters.
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Building Management

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• 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
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• Escalate any facilities or office management issues to London Facilities team, as appropriate
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• Assume the “Health and Safety Officer” role
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Business Continuity Plan (BCP)

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• Oversee BCP for Australia including understanding the requirements, checking the resilence, ensuring accurate maintenance of call cascade and testing remote access
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• Manage the BCP , providing updates to the fellow colleague in Asia Pacific and London, as required
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• Liaise with building management team, building reception and London Facilities team, as required
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Skills, knowledge and experience

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The successful candidate will:

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• Have experience of working within a corporate environment
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• Be computer literate, they should have the ability to develop a full understanding and capability of in-house and MS systems
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• Demonstrate due care and attention in following documented processes aligned to their role
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• Demonstrate flexibility and a high degree of accuracy
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• Demonstrate a ‘can do’ attitude that is professional and efficient
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Markel competencies

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Pursuit of excellence

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• Consistently provides quality work products
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• Adapts behaviour to reflect the style of others to foster effective working relationships
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• Finds the most efficient and practical means of overcoming challenges
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Customer focus

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• Actively looks for solutions to customer problems
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• Seeks to further knowledge of customer needs
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• Builds relationships with customers and responds to needs by demonstrating tact, empathy and professionalism
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Business results

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• Seeks the best and most direct option to accomplish tasks
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• Demonstrates effective organisation skills
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• Applies logic and draws accurate conclusions from information
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Collaboration

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• Helps others succeed
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• Approaches change in a positive manner
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• Listens for and acts on key information
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Strong foundations

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• Holds self and others accountable to ethical standards
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• Takes ownership and accountability for own development
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• Shows accountability and resilience in achieving goals
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