Office Coordinator

Chubb is the world’s largest publicly traded property and casualty insurance company, with operations in 54 countries and territories and 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.

**Your Role**

The primary purpose of this role is supporting the New Zealand team 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.

**Your Responsibilities**
- Administration & Front of House
- Greeting and directing visitors in a professional manner providing a concierge service of offering beverages.
- Update, maintain and distribute internal and external phone lists.
- Responsible for main office phone line including directing internal calls to/from employees as well as organising courier 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.
- Responsible for ensuring stationery, office and kitchen supplies are daily stocked and orders placed when stocks are low.
- 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.
- Proactively manage the archiving and retrieving files to/from offsite.
- 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 members when required, following the best practices on the Travel Policy.
- Assist the PA to Corporate Management to maintain the merchandise register and admin folders up to date.
- Assist Legal Department in opening Laser Matters and correspondent folders, as well as keeping the register up to date.
- Responsible for the Village 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.
- Identify the need for conferencing facilities and proactively prepare these ahead of meetings including set up and testing of
- Video conferencing calls such as Town Hall meetings.

**Your Skills & Experience**
- 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.
- Ability to implement general business procedures and practices as evidenced by completion of a business-related tertiary curriculum, management training programs, or relevant business experience.
- Works to achieve profit and increase the long-term value of the business.
- To create, develops and sustain positive personal relationships with outside parties who have the potential to impact our business.
- Develop and foster 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.

Chubb is committed to equal employment and celebrates individual differences by creating a workplace environment in which everyone feels welcomed, respected and valued. 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. Some additional benefits offered include a flexible working approach via our “My One Thing” initiative, education assistance, dress for your day ev