Office Administrator

2 weeks ago

Melbourne, Australia AXA Full time

**Office Administrator (Part time)**

Melbourne, Australia

This part time role of Office Administrator is to facilitate the smooth running of AXA XL’s Melbourne office location, including front desk, meeting rooms, kitchen and all facilities, whilst providing daily administrative support across the business.

The AXA XL Administrative team collaborate to offer accurate and effective administrative support to the Workplace Manager across a wide range of varying tasks, whilst also providing assistance to Senior staff as directed.

**DISCOVER your opportunity**

What will your essential responsibilities include?
- ** Front desk**:
Act as the face of the business, welcoming and hosting guests, accepting and distributing deliveries.
- ** Phones**:
Take and direct calls on the main business phone lines using Microsoft Teams. Take and relay accurate messages through appropriate internal channels in line with our standards.
- ** Security assistance**:
Manage and issue security passes for staff and visitors, and ensure external parties are signed in and inducted. Program new security passes using in-house software.
- ** Meeting rooms**:
manage bookings, maintain cleanliness and facilities of all meeting rooms, troubleshoot IT/Video Conferencing issues, coordinate meeting catering.
- ** Kitchen**:
‘set up’ on a daily basis, unpack deliveries, ensure the kitchen is clean and presentable, clean and adhere to maintenance requirements of appliances such as coffee machine, fridge, dishwasher etc, maintain stock levels of consumables.
- ** Ordering**:
process regular orders including (but not limited to) stationery and groceries.
- ** General administration**:
Assist with administrative functions including word processes, data entry, filing, record keeping, off-site archiving, photocopy, binding. Assist with admin functions on the client portal. Coordinate internal processes including (but not limited to) mail collection/distribution, coordinate ‘staff whereabouts’, phone list documentation, courier bookings, print orders.
- ** Administration support**:
Assist the Workplace Manager and other team members, when required. Provide ad hoc project support as required, which may include events, marketing, finance, travel projects.
- ** Leadership support**:
Provide adhoc administrative support to members of the Australian Leadership Team.
- ** Event support**:
Provide support in coordinating internal and external events, including liaising with suppliers, when required.
- ** Human resources support**:
Assist in the onboarding and offboarding of staff including conducting walk-through office orientations for new starters, distributing/collecting equipment, security passes, welcome materials.
- ** Finance support**:
Assist with processing expense claims.
- ** Relationship management**:
assist with booking/briefing key suppliers including (but not limited to) plumbers, cleaners, building management and other general maintenance suppliers.
- ** Health and Safety**:
Assist with WHS, First Aid and Fire Safety processes and equipment maintenance. Willingness to maintain status as active Fire Warden, attend Fire Warden trainings, and recruit other wardens.

You will report to the Workplace Manager.

**SHARE your talent**

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

- Must have basic proficiency in MS suite including Word, Excel and Outlook
- 1 years’ working experience in front-desk / office environment highly regarded
- Excellent communication & customer service skills
- Well presented, positive, friendly & professional
- Ability to multi-task, prioritise & adapt to changes
- Demonstrates initiative and the ability to work independently
- Is passionate about people engagement and eager to learn
- Strong organisational & time management skills
- Proactive and willing to learn & take on new challenges
- Must have permanent working rights for Australia

**FIND your future**

AXA XL, the P&C and specialty risk division of AXA, is known for solving complex risks. For mid-sized companies, multinationals and even some inspirational individuals we don’t just provide re/insurance, we reinvent it.

How? By combining a comprehensive and efficient capital platform, data-driven insights, leading technology, and the best talent in an agile and inclusive workspace, empowered to deliver top client service across all our lines of business property, casualty, professional, financial lines and specialty.

With an innovative and flexible approach to risk solutions, we partner with those who move the world forward.

**Inclusion & Diversity**

AXA XL is committed to equal employment opportunity and will consider applicants regardless of gender, sexual orientation, age, ethnicity and origins, marital status, religion, disability, or any other protected characteristic.

At AXA XL, we know that an inclusive culture and a diverse workforce enable business growth and are critical to our success. That’s why we have made a str

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