Office Coordinator

3 days ago

Docklands, Victoria, Australia CHUBB Full time

**About Chubb**

Chubb is a world leader in insurance, providing commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance, and life insurance to a diverse group of clients.

**Your Role**

The primary purpose of this role is to operate and oversee the provision of reception services, greet and direct visitors, oversee kitchen and storage/archive facilities, and ensure that facilities are well presented and maintained to project the organisational image and support the Office Manager and the National Office Manager where required.

**Key Responsibilities:**

  • Greet and direct visitors, such as applicants, brokers, office personnel, auditors, etc., in a professional manner, and inform relevant staff members 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.
  • Organise 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, including broker functions, such as launches and product launches, and promotional events and internal functions.
  • 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.
  • 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.
  • 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.

**Requirements:**

  • At least 24 months previous experience in a similar role (business with multiple offices/sites).
  • Ability to communicate effectively and professionally with all levels of staff, management, internal, and external clients.
  • Ability to work well in a corporate environment, maintaining and enhancing the Chubb Corporate Style.
  • Ability to manage self and time effectively.
  • High level of attention to detail and accuracy.
  • Excellent customer service ethic.
  • Action-oriented, ability to multi-task.
  • Proficient in Microsoft Office suite.

**About Working at Chubb**

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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