Office Coordinator (12 Month Contract)

Chubb celebrates diversity by fostering an inclusive, flexible and equitable workplace. We support applications from all members of our community and equitable access to our employment opportunities. We are open to discussing workplace flexibility in all our vacancies, to ensure we can attract the best candidates and accommodate individual needs, differences, disabilities and working arrangements. Please let us know if you require any adjustments to the recruitment process so we can support you to present your best self.

Chubb is a world leader in insurance. With operations in 54 countries and territories, Chubb provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance and life insurance to a diverse group of clients. As an underwriting company, we assess, assume and manage risk with insight and discipline. We service and pay our claims fairly and promptly. The company is also defined by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength and local operations globally. Parent company Chubb Limited is listed on the New York Stock Exchange (NYSE: CB) and is a component of the S&P 500 index. Chubb maintains executive offices in Zurich, New York, London, Paris and other locations, and employs approximately 40,000 people worldwide. Additional information can be found at: www.chubb.com.

Your Role

The primary purpose of this role is to operate and oversee provision of reception, greet and direct visitors to proper personnel and departments, oversee kitchen and storage/ archive facilities and general office space and supplies, ensuring that facilities are well presented and always maintained to project the organisational image and support the Office Lead and the Facilities & Procurement Manager A&NZ where required. This is a cross-functional position, performing a number of important administrative and office coordination tasks, interacting with the public, key stakeholders and with all employees within Chubb.

Your Responsibilities:

Greeting and directing visitors such as applicants, brokers, office personnel, auditors etc in a professional manner, and informing relevant staff member(s) of visitor’s arrival.
Receive and respond to calls and emails professionally and within specified timeframe.
Ensure the upkeep of the front of house area to project a professional and corporate image.
Maintaining procedures and overseeing the daily operations of Front of House and keeping within office budgets.
Assist with organising quotes and contractors upon requests for works or repairs where required.
Book board room and conference facilities where required, including ordering of catering and providing refreshments.
Ensure the upkeep of the meeting rooms.
Organising meeting rooms for interviews and external meetings (providing water/refreshments) and ensure meeting rooms are cleared and tidied promptly.
Assist the Office Lead with office events. These could include broker functions, such as launches and product launches and promotional events and internal functions. Including arranging the setting and packing up of meeting room furniture.
Open and distribute incoming mail on a daily basis
Notify employees of deliveries and other packages available for collection at reception
Ensure all meeting rooms, reception area, stationery room, catering kitchen, including the cupboards within these rooms are neat and tidy at all times; clean and tidy these areas on a regular basis (including the unpacking of stationery deliveries & unbundling of paper.)
Monitor the cleaners to ensure a clean and tidy the kitchens, including packing and unpacking the dishwasher, ensuring kitchen supplies are kept stocked, fridges are cleaned out and microwaves are kept clean.
Ensure stationery, office and kitchen supplies are stocked and order in when stocks are low.
Service of office equipment such as photocopiers, fax machines, etc when necessary
Distribute fruit delivery
Distribute Newspapers Daily back-up tape deposit
Proactively manage the archiving and retrieving files to/from offsite where required
Organise stationery packages for new starters, clean and prepare desk for new starter
Other ad hoc duties in support of the Office Lead, Facilities & Procurement Manager and Chief Financial Officer where required
Ensure that the workplace is safe and without risk to health by proactively escalating any hazards identified.
Invoices to be checked, coded, and sent for payment within timeframe. Transport cards also to be checked.
Dairy management for Reception Melborune inbox and room bookings calendar.
Chubb’s National Reception phone queues

Answer, screen and forward caller enquiries through to the intended recipient.
Dealing with stakeholders throughout the business, including Senior Executives.
To act quickly to ensure queries are directed to the most appropriate recipient via telephone or email (where required).
Delivering the highest standard of customer service, representing the Chubb brand with professionalism.
Actively working to foster positive working relationships with all members of the broader Chubb team and its customers.

At least 24 months previous experience in similar role (Business with multiple offices/ sites)
Ability to communicate effectively & professionally with all levels of staff, management, internal & external clients
Ability to work well in a corporate environment, maintaining and enhancing the Chubb Corporate Style Ability to manage self & time effectively
High level of attention to detail & accuracy
Excellent customer service ethic
Action orientated, ability to multi-task
Proficient in Microsoft Office suite
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. We also offer a flexible working approach via our “My One Thing” initiative, education assistance, dress for your day every Friday, promotion of health and wellbeing (including discounted health insurance, daily breakfast and fresh fruit), and the option to enrol into the Chubb Limited discounted stock purchasing scheme