Office Coordinator (12 Month Contract)

Chubb External; Sydney; On-site; AUD 55,000 - 70,000; Full time

Benefits offered by this job

Flexible working options

Education assistance

Dress for your day Fridays

Health insurance discounts

Stock purchase plan

Job summary

Chubb External is seeking a Front of House and Facilities Coordinator to oversee reception, greet visitors, and manage the kitchen and office spaces. You will support the Front of House Team Leader and Facilities & Procurement Manager A&NZ, coordinating events, supplies, and WHS compliance across multiple sites.

Ideal candidates will have at least 12 months in a similar role, excellent communication, and strong MS Office skills.

Qualifications

• 12 months’ experience in a similar role within a multi-site business.
• Ability to communicate effectively with staff, management and clients.
• Maintain corporate style and manage time and tasks efficiently.
• Proficient in Microsoft Office and office administration.

Responsibilities

• Greet and direct visitors professionally and inform staff of arrivals.
• Handle reception calls and emails within set timeframes.
• Keep front of house and office spaces tidy to project a corporate image.
• Replenish coffee, breakfast items, snacks, milk and stationery as required.
• Book boardrooms, arrange catering and support events.
• Organise starter packs, security passes and merchandise for new starters.
• Oversee mail distribution and monitor cleaners for cleanliness.
• Maintain WHS documentation and certifications, schedule trainings.
• Assist with quotes for maintenance and follow up with contractors.
• Process facilities-related invoices and perform ad hoc duties.

Skills

Reception experience

Customer service

Communication skills

Multitasking

Time management

MS Office

Tools

Microsoft Office Suite

Job description

About the role

The primary purpose of this role is to operate and oversee the provision of reception services, greet and direct visitors to the appropriate personnel and departments, and oversee the kitchen, storage/archive facilities, and general office space and supplies. The role ensures the facilities are well presented and maintained at all times to project the organisation’s image, and supports the Front of House Team Leader and Facilities & Procurement Manager A&NZ where required. This is a cross-functional position involving a range of important administrative and office coordination tasks, with interaction across the public, key stakeholders, and all employees within Chubb.

Key Accountabilities & Responsibilities

• Greeting and directing visitors such as applicants, brokers, office personnel, auditors, etc. in a professional manner, and informing the relevant staff member(s) of the visitor’s arrival.
• Receiving and responding to reception calls and emails professionally within specified timeframes.
• Ensuring the upkeep of the front of house and wider office area to project a professional and corporate image.
• Replenishing coffee supplies, breakfast cereals, nuts, mints, fruit, milk, and stationery as required.
• Booking boardroom and conference facilities where required, including ordering catering and providing refreshments.
• Assisting with office events, including sending invitations, tracking attendance numbers, booking meeting rooms, ordering catering, and coordinating any other requirements.
• Opening and distributing incoming mail and newspapers as required.
• Monitoring office cleaners to ensure a clean and tidy office space.
• Organising new starter packages, including security passes and merchandise.
• Completing the office monthly maintenance checklist to ensure the workplace is safe and without risk.
• Maintaining WHS compliance by keeping physical and digital documentation up to date, ensuring all certifications remain valid, and scheduling required training where necessary.
• Assisting with organising quotes for maintenance-related repairs and following up with contractors to ensure works are actioned as quickly as possible.
• Processing facilities-related invoices and sending them for payment.
• Performing other ad hoc duties in support of the Facilities & Procurement Manager and Front of House Team Leader where required.

What you’ll bring to the role

• At least 12 months’ previous experience in a similar role within a business with multiple offices/sites.
• Ability to communicate effectively and professionally with all levels of staff, management, internal and external clients.
• Ability to work well in a corporate environment, maintaining and enhancing the Chubb corporate style, and manage self and time effectively.
• High level of attention to detail and accuracy.
• Excellent customer service ethic.
• Action-oriented with the ability to multitask.
• Proficient in the Microsoft Office suite.

Why Chubb?

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.

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 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.

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