Facilities Coordinator A&nz

**Your Role**

**Your Responsibilities**:

- Oversee the maintenance and operations of all facilities reporting directly to the Facilities & Procurement Manager A&NZ.
- In conjunction with Front of House, coordinate, review and oversee routine maintenance, repairs, and cleaning services with external vendors.
- Manage space allocation and assist with office layouts, relocations, and design to promote an effective work environment.
- Ensure compliance with health and safety regulations.
- Oversee and assist Front of House to ensure that the office environment is well-organised, stocked, and comfortable for employees.
- Lead the organisation of internal company events, managing the sponsorship agreement with the stadiums, arranging meetings, and team-building activities, ensuring all logístical details are handled.
- Assisting with legal requests, audits and risk requirements as requested by the Facilities & Procurement Manager.
- Assist with approving invoices and ensuring budgets and coding are adhered to.
- Maintain procedures to ensure maximum efficiency for all matters relating to Front of House, Facilities and Procurement.
- Assisting with queries from Front of House and the wider business referring to the Facilities & Procurement Manager for guidance when unsure.
- Greeting and assisting visitors in a professional and welcoming manner, providing them with necessary information.
- Assisting, reviewing, and approving quotes upon request for works or repairs to facilities, In conjunction with Facilities &
- Procurement Manager A&NZ.
- Booking board room and conference facilities where required, including ordering of catering, and providing refreshments for executive events.
- Assisting and overseeing Front of House to 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.
- Seeking regular updates from all offices for adhoc tasks requiring completion within specified timeframes.
- Monitoring the cleaning scope of works to provide feedback where required ensuring clean and tidy offices/ kitchens.
- Ensure stationery, office and kitchen supplies are well stocked and orders are placed regularly by Facilities and Front of House.
- Proactively manage the archiving and retrieving files to/from offsite where required.
- Assist Facilities & Procurement Manager with ongoing archiving catalogue project concerning all archiving files for the wider business.
- Other ad hoc duties in support of the Facilities & Procurement Manager and Chief Financial Officer where required
- Ensure that the workplace is safe and without risk to health by proactively escalating any hazards identified.
- Assist with organising temporary staff members to cover Reception.
- Second in charge for Facilities & Procurement Manager A&NZ.
- Concur expense submission on behalf Facilities & Procurement Manager A&NZ.
- Assist with new system implementation and roll out, in conjunction with Facilities & Procurement Manager A&NZ.
- Complete weekly attendance reporting and oversee maintenance of access control systems.
- Complete quarterly Greenhouse Gas Reporting review to ensure information is recorded accurately.

**_Chubb’s National Reception phone queues _**
- Assist in supporting Front of House when required, to answer, screen and forward caller enquiries through to the intended recipient.
- Dealing with stakeholders throughout the business, including Senior Executives.
- Delivering the highest standard of customer service, representing the Chubb brand with professionalism.
- Actively working to foster positive working relationships with all members of the broader Chubb team and its customers.
- At least 24 months previous experience in similar role (Business with multiple offices/ sites)
- Real Estate experience desirable
- Maintenance experience desirable
- Relationship management experience desirable
- 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

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. We also offer 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.