Office Manager

Job Details

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

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

Collaboration

Strong foundations