Office Manager

Job description

Provide office and administrative support to Markel Australia. Duties and accountabilities Reception Meet and great all visitors to the local office to ensure their arrival and departure experience is genuine, friendly and efficient Direct all incoming telephone calls and taking and conveying messages Book meetings and set up rooms for conferences Provide refreshments or arranging catering for visitors and meeting attendees Provide first line contact with third party suppliers, building management, maintenance and cleaning providers: logging faults with Lloyds and following up through to complete resolution Maintain office stationary to appropriate level, replenishing stock as and when required Assistance to MD and senior colleagues Assist with expenses recording and submission Manage diary and appointments Administration Assist with travel bookings, as required Book couriers and taxis, as required Maintain and update records of company assets (including branded merchandise items) Maintain office equipment and escalate issues with the relevant department Manage archiving for local office (including destruction of old hardcopy documents) Ensure pantry supplies are sufficient Ensure cleanliness and tidiness of local office Assist with new joiner onboarding as directed by hiring manager and Asia Pacific HR Advisor Assist with Company events as directed and adhere to budget provided. Manage office move and/or refurbishment Finance Assist on analysis, budgeting and forecasting of expenses as and when needed, including marketing, travel and entertainment. Ensure new suppliers are onboarded in accordance with internally agreed process. Maintain and forward on paper documents to other Asia Pacific colleagues for their further action (tax invoices/ closings from brokers/ cheque images) Chase brokers for outstanding closings or credit notes as required. Assist underwriters and finance with premium debt chasing as required. Liaise with local external service provider as and when directed by Asia Pacific Finance Team for tax filing matters. Building Management Liaise with building management team/ co-working office team and building reception to ensure all visitors to the local office are provided with building access cards Escalate any facilities or office management issues to London Facilities team, as appropriate Assume the “Health and Safety Officer” role Business Continuity Plan (BCP) Oversee BCP for Australia including understanding the requirements, checking the resilence, ensuring accurate maintenance of call cascade and testing remote access Manage the BCP , providing updates to the fellow colleague in Asia Pacific and London, as required Liaise with building management team, building reception and London Facilities team, as required Skills, knowledge and experience The successful candidate will: Have experience of working within a corporate environment Be computer literate, they should have the ability to develop a full understanding and capability of in-house and MS systems Demonstrate due care and attention in following documented processes aligned to their role Demonstrate flexibility and a high degree of accuracy Demonstrate a ‘can do’ attitude that is professional and efficient Markel competencies Pursuit of excellence Consistently provides quality work products Adapts behaviour to reflect the style of others to foster effective working relationships Finds the most efficient and practical means of overcoming challenges Customer focus Actively looks for solutions to customer problems Seeks to further knowledge of customer needs Builds relationships with customers and responds to needs by demonstrating tact, empathy and professionalism Business results Seeks the best and most direct option to accomplish tasks Demonstrates effective organisation skills Applies logic and draws accurate conclusions from information Collaboration Helps others succeed Approaches change in a positive manner Listens for and acts on key information Strong foundations Holds self and others accountable to ethical standards Takes ownership and accountability for own development Shows accountability and resilience in achieving goals