Workplace Manager

2 months ago

Sydney, Australia XL Catlin Full time

**Flexible Work Eligible**: None

**DISCOVER your opportunity**

**Workplace Manager (12-Month Maternity Leave cover)**

Sydney, Australia

The primary purpose of this role is to manage and co-ordinate the office and to provide a high level of administrative support to Country Management and other members of the Leadership Team. Responsibilities include identifying and preventing problems or issues which arise and resolve on own initiative or forward through to appropriate person for action. With an emphasis on project management, the role requires management of a variety of small
- to medium-sized projects inclusive of office fitout and refurbishments. Providing administrative and reception support as required. In this role, the incumbent is the delegated _Physical Security /Safety And Health Correspondent _for Australia.

**DISCOVER** **your opportunity**

What will your essential responsibilities include?

Office Administration
- Reporting to the Operations Lead to ensure efficient and effective running of the Australian offices.
- Negotiate and maintain contracts and service agreements renewals and act as point of contact with building management. Disseminate circulars/information/notice to all staff as and when necessary.
- Periodic reviews of third parties to ensure service level, price competitiveness and effectiveness is of a desirable level.
- Manage full spectrum of office facilities and safety, office risk assessment, fire drills, scheduled office building shutdowns, etc.
- Maintain and manage issuance of staff passes and responsible for overall security.
- Main point of contact for office related and administration enquiries. Requires maintaining effective communications for all external and internal customers at all levels.
- Quarterly environmental reports across all Australian offices.
- Maintain and manage duties as the Physical Security/Safety And Heath Correspondent for Sydney/Melbourne & Brisbane offices. Specifics duties listed below.

Front Office
- Supervise and manage the Administration staff.
- Provide Reception back-up support: welcome and host guests, take and direct telephone calls, manage multiple inboxes, etc.

Events
- Participate actively in the planning and smooth execution of internal and external corporate events, including conferences and client/broker events in collaboration with Marketing and Communications.

Management Support
- Provide support to the Head of Client and Distribution Management - including diary management, travel coordination, project support, documentation administration, reporting, contact management and general project support.
- Provide assistance with expense reconciliation, travel arrangements and ad-hoc requests to other Senior Executives as required.

Physical Security /Safety And Health Correspondent duties
- Ensure that the AXA XL Physical Security and Health and Safety policies are implemented across the colleagues in Australia).
- Act as the principal point of contact for organisational AXA XL Physical Security and health and safety matters as required; report to Country Manager if relevant.
- Ensure that all AXA XL property meets the legal and local requirements for AXA XL Physical Security and health and safety.
- Manage and solve hazards, potential incidents as well as issues raised by colleagues during regular maintenance walks around the premises with relevant parties.
- Check and report on any physical security devices (video control, access control) issues to Operations Director Security, Safety & SMART Buildings.
- Ensure the regular upkeep of the First Aid and Fire Marshall register and arrange training as necessary.
- Regularly update any information on Health and Safety, First Aid and Fire Safety that is available to the business, and any changes in legislation likely to affect working practices.
- Produce or update mandatory documents annually with the support of the Physical Security and Safety Teams and provide evidence if required
- Ensure with local HR that new joiners undertake an adequate physical security and safety awareness training related to site security and safety.
- Report near misses and incidents to Regional Workplace Director, Physical Security and Safety Teams and local HR.
- Attend dedicated trainings and regular calls/meetings organised by Physical Security and Safety Team.
- Join and assist the Incident Management Team (IMT), including completing regular systems checks, annual training and managing any real world incidents that may arise.

You will report to the Operations Lead, Australia.

**SHARE your talent**

**SHARE your talent**

We’re looking for someone who has these abilities and skills:

- Able to communicate effectively with internal and external stakeholders at all levels of sophistication.
- Ability to work in a fast-paced environment and efficiently juggle numerous concurrent responsibilities.
- Develop and maintain productive working relationships with internal and external stakeholders.
- Ca

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