Office Lead

2 weeks ago

Melbourne, Australia Chubb INA Holdings Inc. Full time

**Your Role**:
The Office Lead is key to the service team to ensure the smooth running of the office on a day-to-day basis. The primary purpose of this role is to operate and oversee provision of reception, greet and direct visitors to proper personnel and departments, oversee kitchen and storage/ archive facilities and general office space and supplies, ensuring that the office is well presented and always maintained to project the organisational image. The Office Lead is cross-functional position, performing a number of important administrative and office management tasks, interacting with the public, key stakeholders and with all employees within Chubb. Also leads the Office Coordinator and supports the Service Delivery Manager as required.

**Your Responsibilities**:
Reception & General Office Administration

Greeting and directing visitors such as applicants, brokers, office personnel, auditors etc in a professional manner, and informing relevant staff member(s) of visitor’s arrival.

Responsible for training and overseeing the Office Coordinator

Implementing and maintaining procedures and overseeing the daily operations of Front of House and keeping within office budgets.

Ensure office workflow is well-prepared and run smoothly on a daily basis by motivating, supporting, provide instructions and monitoring the overall performance of Front of House.

Book boardroom and conference facilities where required, including ordering of catering and providing refreshments.

Ensure the upkeep of the front of house area, meeting rooms and general office to project a professional and corporate image.Organise meeting rooms for interviews and external meetings, Town Hall meetings etc (providing water/refreshments/catering) and ensure meeting rooms are cleared and tidied promptly at all times.

Organise office events. These could include broker functions, promotional events and internal functions etc. Including setting and packing up of meeting room furniture and catering and ensuring within set budget

Open and distribute incoming mail on a daily basis and notify employees of deliveries and other packages available for collection from reception

Update internal phone data base of all A&NZ branches including the call centre data base

Invoices to be checked, coded and sent for payment within timeframe. Opal cards also to be checked.

Ensure general office areas are kept clean and restocked at all times e.g. reception, kitchens, breakout areas, meeting rooms, stationery rooms including the cupboards within these rooms are clean and tidy at all times and liaise with the internal cleaner when required

Ensure stationery, office and kitchen supplies are stocked and ordered when stocks are low.

Assist and arrange repairs and services with vendors for office equipment such as photocopiers, coffee machines, dishwashers’ printers, etc when necessary

Assist with organising quotes and contractors upon requests for works or repairs where required.

Proactively manage the archiving and retrieving files to/from offsite where required

Manage new and departing employees - Organise new starter pack, clean and prepare desk, disable passes for leavers and set up security pass for new starters and ensure smooth process for all.

Maintain security passes and register.

Preform ad hoc duties in support of the Service Delivery Manager where required

Ensure that the workplace is safe and without risk to health by proactively escalating any hazards identified.

Chubb’s National Reception phone queues

(When required or when Office Coordinator is not available)

Answer, screen and forward caller enquiries through to the intended recipient.

Dealing with stakeholders throughout the business, including Senior Executives.

Delivering the highest standard of customer service, representing the Chubb brand with professionalism.

Actively working to foster positive working relationships with all members of the broader Chubb team and its customers.

**Qualifications**:
**Your Skills & Experience**:
At least 24 months previous experience in similar role (Business with multiple offices/ sites)

Ability to communicate effectively & professionally with all levels of staff, management, internal & external clients

Ability to work well in a corporate environment, maintaining and enhancing the Chubb Corporate Style Ability to manage self & time effectively

High level of attention to detail & accuracy

Excellent customer service ethic

Action orientated, ability to multi-task

Proficient in Microsoft Office suite

Chubb is the world’s largest publicly traded property and casualty insurance company, with operations in 54 countries and territories and over 30,000 employees globally. The company is distinguished by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength, underwriting excellence, superior claims handling expertise and local operations globally.

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