Office Coordinator

3 months ago

Melbourne, Australia Chubb Full time

**Your Role**

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 facilities are well presented and always maintained to project the organisational image and support the Office Manager and the National Office Manager where required.

**Your Responsibilities**:

- 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.
- Receive and respond to internal calls from employees.
- Ensure the upkeep of the front of house area to project a professional and corporate image.
- Book board room and conference facilities where required, including ordering of catering and providing refreshments.
- Ensure the upkeep of the meeting rooms.
- Organising meeting rooms for interviews and external meetings (providing water/refreshments) and ensure meeting rooms are cleared and tidied promptly.
- Assist the Office Manager with office events where requested. These could include broker functions, such as launches and product launches and promotional events and internal functions. Including setting and packing up of meeting room furniture.
- Open and distribute incoming mail on a daily basis
- Notify employees of deliveries and other packages available for collection at reception
- Ensure all meeting rooms, reception area, stationery room, catering kitchen, including the cupboards within these rooms are neat and tidy at all times; clean and tidy these areas on a regular basis (including the unpacking of stationery deliveries & unbundling of paper.)
- Clean and tidy the kitchens, including packing and unpacking the dishwasher, ensuring kitchen supplies are kept stocked, fridges are cleaned out and microwaves are kept clean.
- Ensure stationery, office and kitchen supplies are stocked and order in when stocks are low.
- Log with vendors any repairs and service of office equipment such as photocopiers, fax machines, etc when necessary
- Distribute fruit delivery
- Distribute Newspapers Daily back-up tape deposit
- Proactively manage the archiving and retrieving files to/from offsite where required
- Organise stationery packages for new starters, clean and prepare desk for new starter
- Other ad hoc duties in support of the Office Manager, National Office Manager and Head of Operations, A&NZ where required
- Ensure that the workplace is safe and without risk to health by proactively escalating any hazards identified.
- 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 committed to equal employment and celebrates individual differences by creating a workplace environment in which everyone feels welcomed, respected and valued. We offer you the opportunity to work as part of a dynamic and agile environment where continuous development is encouraged throughout your career, both locally and globally. Some additional benefits offered include a flexible working approach via our “My One Thing” initiative, education assistance, dress for your day every Friday, promotion of health and wellbeing (including discounted health insurance, daily breakfast and fresh fruit), and the option to enrol into the Chubb Limited discounted stock purchasing scheme.

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