Office Coordinator (12 Month Contract)

Chubb; Sydney; On-site; AUD 55,000 - 75,000; Full time

Job summary

Chubb Australia in Sydney is seeking a proactive Receptionist/Facilities Coordinator to greet visitors, manage calls and oversee front-of-house operations in a corporate office.

You will support events, maintain WHS records, coordinate room bookings, supplier invoices, and assist with maintenance quotes, ensuring a professional and safe workplace.

Responsibilities

• Greeting and directing visitors in a professional manner.
• Responding to reception calls and emails within specified timeframes.
• Maintain front of house and office areas to project a professional image.
• Replenish coffee, breakfast items, snacks, milk and stationery.
• Book boardrooms and conferences, arrange catering and refreshments.
• Assist with office events including invitations and attendance tracking.
• Handle incoming mail and newspapers as required.
• Monitor cleaners to ensure a tidy office space.
• Organise starter packages including security passes and merchandise.
• Complete monthly maintenance checklist to keep workplace safe.
• Maintain WHS compliance by updating records and scheduling training.
• Organise quotes for maintenance and follow up with contractors.
• Process facilities invoices and route for payment.
• Perform other ad hoc duties for Facilities & Procurement Manager.

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.