Office Manager

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