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Administration Assistant/reception
3 months ago
Overview:
- FM Global is a leading property insurer of the world's largest businesses, providing more than onethird of FORTUNE 1000size companies with engineeringbased risk management and property insurance solutions. FM Global helps clients maintain continuity in their business operations by drawing upon innovative lossprevention engineering and research; risk management skills and support services; tailored risk transfer capabilities; and outstanding financial strength. To do so, we rely on a dynamic, culturally diverse group of employees, working in more than 100 countries, in a variety of exciting roles.
Responsibilities:
- Maintaining smooth and efficient office operations daily including front desk duties, ingoing and outgoing mail, upkeep of stock, organising facilities and equipment maintenance, presentation and cleanliness of shared areas and oversight of all general office areas.
- Coordinating logístical aspects of all internal & external meetings (set up/pack down of meeting rooms, catering, greeting & welcoming guests, assisting with technology where needed etc.).
- Responsibility for the issuance and maintenance of security access passes and keys. Regularly reviewing all security pass access.
- First point of contact with building management, raising information and alerts to the Operations Manager (OM), Executive Administrative Assistant (EAA) and staff when necessary. Handling requests, queries or issues regarding the maintenance and administration of the tenancy and facilities, ensuring upkeep of relevant maintenance and service contracts and checks. Collaborating closely with third parties (cleaners, security etc.) and adhering to vendor management processes and policy.
- Providing administrative support to EAA & OM and regularly keeping the EAA abreast of important issues. Assisting EAA & OM on ad hoc tasks as required.
- Acting as first point on contact for new employees on their first day and setting up their office (collaborating with IS to ensure IT equipment is ready and the space is welcoming). Cleaning out office for any departing employees.
- Supporting monthly expense reporting for assigned managers, administration work with different departments, help with event coordination, assisting EAA and Legal with new vendor contracts. Assisting with office sustainability.
- Working with the WHS committee to ensure that the office environment is safe and compliant with Australian WHS standards, regulations and guidelines. WHS training will be provided.
- Working with our Business Continuity Plans, by following the requirements of the FM Global Physical Security Policy (specifically "Front Desk Attendants" responsibilities), taking direction and guidance from the Ops Manager/Physical Security Custodian (PSC) and assisting them with completion of Physical Site Security Assessment as required. Full training will be provided.
- Adhering to the record management policy and record retention schedule. Maintaining accurate and costeffective record management for the Sydney/Melbourne Office and proactively providing guidance to departments regarding retention/destruction of offsite records.
- First Aid team member training will be provided for you to become a first aid team member. Coordinating first aid training for other staff as requested.
Qualifications:
Preferred Knowledge, Experience and Skills:
- Minimum 2 years' experience in a reception and administration role.
- Ability to manage multiple projects concurrently, meet deadlines and followup in a timely manner.
- Excellent written and verbal communication skills
- Organisation, time management and prioritisation skills
- Intermediate technical ability including, PowerPoint, Word, Excel, Outlook skills and eager to continue to professionally development
- Comfortable to work on your own or in a team
- Ability to balance workload during busy/quieter periods.
Physical requirements:
- Able to lift up to 10 kg
- Comfortable bending, lifting, carrying, pushing items such as chairs, boxes, tables (on wheels)
Travel requirements:
- Some domestic travel may be required from time to time.
_We are committed to creating an inclusive workplace._
**_
All applicants must hold an appropriate visa to work permanently in Australia to be considered for this position._
