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Office Coordinator

4 months ago

Auckland City, New Zealand Chubb INA Holdings Inc. Full time

Are you passionate about supporting a team of awesome people with administration assistance in all front of house concierge services, Health and Safety, IT and ensuring that facilities are well presented and maintained to a high standard? Due to internal movement, we have a great fixed term opportunity for the remainder of 2023 to join our team.

Chubb is the world’s largest publicly traded property and casualty insurance company, with over 30,000 employees globally. The company is distinguished by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength, underwriting excellence, superior claims handling expertise and local operations globally.

THE OPPORTUNITY

This position sits at Front of House and some of the responsibilities include:
Greeting and directing visitors in a professional manner providing a concierge service of offering beverages.

Responsible for main office phone line including directing internal calls to/from employees as well as organising couriers services

Responsible for the upkeep of the office and front of house area including meeting rooms, stationary area & kitchen to project a professional and corporate image,

Book meeting rooms and conference facilities where required, including ordering of catering and supplying refreshments.

Open and distribute incoming mail on a daily basis including scanning to relevant departments.

Restock daily soft drinks available in the fridge and prepare weekly drinks & snacks for “Friday night drinks”.

Organise quotes and log jobs with vendors, any repairs and services required for the best maintenance and working facilities in the office, for example, but not limited to printers, plumbers, coffee machine, sparky, cleaners and emergency equipment when necessary.

Assist with office events where requested. Including broker functions, product launches, promotional events and internal functions. Including setting and packing up of meeting room furniture.

Pro-actively submitting invoices with correct coding, processing MEMO payments when requested by Finance and approving all office expenses through Workview.

Responsible to book flights and accommodation for staff member when required, following the best practices on the Travel Policy.

Assist Legal Department in opening Laser Matters and correspondent folders, as well as keeping the register up to date.

Responsible for the internal intranet posts - Chubb Champions, contact lists, events, etc.

Assist Head of P&C with calendar management.

Allocate & maintain records for door security passes and car park passes.

Assist with onboarding process by organizing the meetings for the orientation week, welcome packs for new starters, clean and prepare desk as well as ordering any required equipment for work from home setup.

**Qualifications**:
Superior communication and interpersonal skills to be capable of dealing with producers, customers, and all levels of the organisation.

Organisational capabilities to work independently and utilise appropriate automated tools with mínimal administrative support.

To create, develop and sustain positive personal relationships with outside parties who have the potential to impact our business.

Develops and fosters creative approaches or imaginative solutions that maximise the future potential of the business.

Exhibits at all times a drive for success, leadership, persistence and initiative and a sense of ownership to business objectives.

Demonstrated strategic information gathering and thoroughness in thinking and planning.

Establishes and maintains good working relationships by being responsive, promoting teamwork and uses a professional mature approach.

In return, we offer you the opportunity to work as part of a dynamic and agile environment, with a competitive benefits package, where continuous development is encouraged throughout your career (both professionally and academically).