Workplace Operations Manager

3 weeks ago

Sydney, New South Wales, Australia AXA Full time

Workplace Operations Manager

Sydney, Australia

The primary purpose of this role is to manage and coordinate the office, providing high-level administrative support to Country Management and other members of the Leadership Team. Responsibilities include identifying and preventing problems or issues, resolving them on own initiative or forwarding them to the appropriate person for action. With an emphasis on project management, the role requires management of small- to medium-sized projects, including 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.

Key Responsibilities

  • Office Administration
    • Reporting to the Operations Lead to ensure efficient and effective running of the Australian offices.
    • Negotiating and maintaining contracts and service agreements, and acting as the point of contact with building management.
    • Periodic reviews of third parties to ensure service level, price competitiveness, and effectiveness.
    • Managing the full spectrum of office facilities and safety, including office risk assessment, fire drills, and scheduled office building shutdowns.
    • Maintaining and managing staff passes and being responsible for overall security.
    • Main point of contact for office-related and administration enquiries, requiring effective communications for all external and internal customers at all levels.
    • Quarterly environmental reports across all Australian offices.
    • Maintaining and managing duties as the Physical Security/Safety And Heath Correspondent for Sydney/Melbourne & Brisbane offices.
  • Front Office
    • Supervising and managing the Administration staff.
    • Providing Reception back-up support, including welcoming and hosting guests, taking and directing telephone calls, and managing multiple inboxes.
  • Events
    • Participating 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
    • Providing 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.
    • Providing assistance with expense reconciliation, travel arrangements, and ad-hoc requests to other Senior Executives as required.

Requirements

  • 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.
  • Developing and maintaining productive working relationships with internal and external stakeholders.
  • Capability to lead a virtual team.
  • Possessing technical knowledge and skills inclusive to all products.
  • Possessing strong analytical and problem-solving skills.
  • Organisational, time-management, and multi-tasking skills combined with a strong work ethic.
  • Capable of identifying root cause issues and correcting said issues to drive continuous improvement and process efficiency.
  • Ability to respond to a changing environment with flexibility and innovation.
  • Ability to understand business process, strategy, and planning.
  • Customer service and negotiation skills.
  • Knowledge of functionality of systems.
  • Ability to work in accordance with AXA XL Core Values and Culture.

About AXA XL

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.

Learn more at axaxl.com

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 strategic commitment to attract, develop, advance, and retain the most diverse workforce possible, and create an inclusive culture where everyone can bring their full selves to work and can reach their highest potential.

It's about helping one another − and our business − to move forward and succeed.

Learn more at axaxl.com/about-us/inclusion-and-diversity

Sustainability

At AXA XL, Sustainability is integral to our business strategy. In an ever-changing world, AXA XL protects what matters most for our clients and communities. We know that sustainability is at the root of a more resilient future. Our 2023-26 Sustainability strategy, called "Roots of resilience", focuses on protecting natural ecosystems, addressing climate change, and embedding sustainable practices across our operations.

Our Pillars:

  • Valuing nature: How we impact nature affects how nature impacts us. Resilient ecosystems − the foundation of a sustainable planet and society − are essential to our future. We're committed to protecting and restoring nature − from mangrove forests to the bees in our backyard − by increasing biodiversity awareness and inspiring clients and colleagues to put nature at the heart of their plans.
  • Addressing climate change: The effects of a changing climate are far-reaching and significant. Unpredictable weather, increasing temperatures, and rising sea levels cause both social inequalities and environmental disruption. We're building a net zero strategy, developing insurance products and services, and mobilizing to advance thought leadership and investment in societal-led solutions.
  • Integrating ESG: All companies have a role to play in building a more resilient future. Incorporating ESG considerations into our internal processes and practices builds resilience from the roots of our business. We're training our colleagues, engaging our external partners, and evolving our sustainability governance and reporting.
  • AXA Hearts in Action: We have established volunteering and charitable giving programs to help colleagues support causes that matter most to them, known as AXA XL's "Hearts in Action" programs. These include our Matching Gifts program, Volunteering Leave, and our annual volunteering day − the Global Day of Giving.

For more information, please see axaxl.com/sustainability

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