Provide office and administrative support to Markel Australia.
Duties and accountabilities
Reception
Meet and excellent all visitors to the local office to ensure their arrival and departure experience is genuine, friendly and efficientDirect all incoming telephone calls and taking and conveying messagesBook meetings and set up rooms for conferencesProvide refreshments or arranging catering for visitors and meeting attendeesProvide first line contact with third party suppliers, building management, maintenance and cleaning providers: logging faults with Lloyds and following up through to complete resolutionMaintain office stationary to appropriate level, replenishing stock as and when required
Assistance to MD and senior colleagues
Assist with expenses recording and submissionManage diary and appointments
Administration
Assist with travel bookings, as requiredBook couriers and taxis, as requiredMaintain and update records of company assets (including branded merchandise items)Maintain office equipment and escalate issues with the relevant departmentManage archiving for local office (including destruction of old hardcopy documents)Ensure pantry supplies are sufficientEnsure cleanliness and tidiness of local officeAssist with new joiner onboarding as directed by hiring manager and Asia Pacific HR AdvisorAssist 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 cardsEscalate any facilities or office management issues to London Facilities team, as appropriateAssume 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 accessManage the BCP , providing updates to the fellow colleague in Asia Pacific and London, as requiredLiaise 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 environmentBe computer literate, they should have the ability to develop a full understanding and capability of in-house and MS systemsDemonstrate due care and attention in following documented processes aligned to their roleDemonstrate flexibility and a high degree of accuracyDemonstrate a 'can do' attitude that is professional and efficient
Markel competencies
Pursuit of excellence
Consistently provides quality work productsAdapts behaviour to reflect the style of others to foster effective working relationshipsFinds the most efficient and practical means of overcoming challenges
Customer focus
Actively looks for solutions to customer problemsSeeks to further knowledge of customer needsBuilds relationships with customers and responds to needs by demonstrating tact, empathy and professionalism
Business results
Seeks the best and most direct option to accomplish tasksDemonstrates effective organisation skillsApplies logic and draws accurate conclusions from information
Collaboration
Helps others succeedApproaches change in a positive mannerListens for and acts on key information
Strong foundations
Holds self and others accountable to ethical standardsTakes ownership and accountability for own developmentShows accountability and resilience in achieving goals
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📌 Office Manager (Melbourne)
🏢 Markel
📍 Melbourne