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Office Coordinator
2 weeks ago
**Introduction**
Join us at Gallagher Re, the trailblazers of the reinsurance world, where every day brings new opportunities to shape the future. We empower our clients with cutting-edge analytics and insights, providing them the confidence to make strategic decisions that transform industries. As a team member, you'll be at the forefront of innovation, translating data into impactful solutions and taking the reins of your career like never before.
**Overview**
**Gallagher Re**is a global reinsurance and broking company with over 53,000 employees worldwide in over 130 countries. We have a global reach with a local presence and pride ourselves on being a socially responsible and an ethical organisation expressed through our Shared Values, The Gallagher Way. We are proud to have been awarded one of Insurance Business Australia **Top Insurance Employers**and **Forbes Best Employer for Women**.
This role is ideal for someone who thrives on variety, enjoys being the go-to person in the office and can juggle multiple priorities. You'll be the central support across facilities, administration, and team coordination, ensuring a seamless day-to-day office experience.
As the Office Coordinator/ Team Assistant, you will be the first point of contact for staff, visitors, and service providers, making sure the office environment is welcoming, well-maintained, and functional. You'll manage meeting rooms, office supplies, and internal communications while providing hands-on support to the wider team.
**Key Responsibilities**:
- ** Reception & Guest Services** - Welcome visitors, manage security access, and provide hospitality for meetings including catering, refreshments, and room setup.
- ** Administrative & Team Assistance** - Deliver day-to-day admin support to team such as preparing documents (printing & binding); updating shared records and databases; championing new operational systems and processes; providing support to team with travel and expense management queries and escalations; assist with staff onboarding and Health & Safety inductions.
- **Meeting & Calendar Support** - Manage internal and external meeting room bookings, ensure rooms are presentation-ready, and provide basic tech support and troubleshooting during meetings.
- ** Office & Facilities Management** - Oversee office operations, supplies, and equipment; act as the main contact for building management, security providers, and tradespeople; maintain kitchen areas and shared spaces to a high standard; coordinate incoming/outgoing mail and couriers.
- **Events & Coordination** - Organise logistics for team meetings & gatherings, and internal events; book venues, arrange catering, and manage RSVPs to ensure smooth execution.
- **Health, Safety & Compliance** - Act as Fire Warden, manage evacuation procedures, and ensure Health & Safety standards are upheld across the office.
- ** Accounts Payable / Invoice management**- Coordinate payment and approval process of supplier invoices.
- ** Ad Hoc Support** - Assist the EA and wider team with projects and initiatives as needed, taking ownership of tasks and ensuring deadlines are met.
**What we're looking for**:
- Previous experience in an office support or coordinator role
- Strong organisational skills and ability to juggle multiple priorities
- Confident communication and interpersonal skills
- Proficiency in Microsoft Office Suite
- A proactive, detail-oriented, and solutions-focused attitude
- Willingness to be office-based five days a week
**Gallagher Benefits - we offer great benefits and career development opportunities**including tuition assistance; career development and training to build a personalised career pathway; wellbeing offerings; employee assistance program; additional weeks’ Lifestyle leave; Gallagher Rewards for discounts at 350+ major retailers; Employee Stock Purchase Plan to invest in the company's growth potential; paid Volunteering days; and salary sacrificed superannuation options.
Any offer of employment and subsequent continuing employment is dependent upon the satisfactory completion of background checks by Gallagher or by an external third party provider.
Gallagher is an Equal Employment Opportunity (EEO) employer committed to the principles of workplace diversity and inclusion. We welcome all people regardless of ethnicity, faith, sexual orientation, gender identity and lifestyle choices. We are committed to providing a working environment that embraces and values diversity, equity and inclusion.
**Compensation and benefits**
On top of a competitive salary, great teams and exciting career opportunities, we also offer a wide range of benefits.
Below are the **minimum core benefits** you’ll get, depending on your job level these benefits may improve:
- 4 weeks annual leave plus up to 2 weeks additional purchased Lifestyle Leave
- Novated Leasing opportunities
- Two paid volunteer days annually
- Health Insurance Discounts with our Group Insurance Plan
- Employe
