Job Description
Job Title: Office Manager & EA
Location: Sydney
Position type: Full time, permanent
This role is instrumental in providing vital office management support to our Sydney office on a day to day basis. We are looking for a reliable individual to provide an efficient and effective service.
About The Job
While there is rarely a typical day, here’s a snapshot of some of the key parts of the job:
Office Maintenance
Responsible for new starter/leaver activities e.g. profile, asset management including pre-boarding and on-boarding checklists for new starters
Responsible for relationship with shared office owners
Manage office related outsourcing providers
Maintain suppliers’ list and emergency contacts (shared drive)
Responsible for all office supplies and condition
Responsible for procurement e.g. stationary, office supplies, kitchen goods, cleaning items
Maintain office manual for ongoing staff instructions i.e. responsible for office life communication
Maintain and ensure office equipment safe and function well
Office Development
Local liaison for Facilities Function
Local co-ordinator for office projects such as refurbishment / development including purchase of furniture, IT equipment, health and safety equipment, and dealing with contractors on site.
Responsible for office branding including ensuring compliance with Group Policies
Monitor office lease agreement, service contract, subscription, insurance renewal, and etc.
Policies & Procedures
Maintain up to date procedures (shared drive) and implement regular controls in the areas of Business Continuity Plan, Health & Safety, Environmental Management, and Information Security
Ensure consistency with Group Policy Framework and complete quarterly risk assessments
Responsible for Health & Safety including co-ordination
Co-ordinate First Aid / Fire Marshall trainings and refreshers
IT Services/Co-ordination
Assess needs and supervise procurement e.g. IT equipment, telephone systems, mobile phones
Supervise local installation / implementation of IT equipment
Supervise maintenance of IT estate
People Management
Enable management structures to work effectively in the Sydney office, having direct oversight of local employees as appropriate.
Ensure that immigration and employment standards and requirements are adhered to at all times, in conjunction with HR for any overseas secondments
Ensure all colleagues adhere to Workday requirements in a timely manner
Executive Support
Co-ordinate monthly meetings to maintain / improve efficiency
Perform other ad-hoc tasks as required
Business trip arrangement including flight booking, accommodation and meeting itinerary
Co-ordinate all aspects of visits for overseas colleagues when in Australia
Co-ordinate client meetings and expenses for executives
Suggest and arrange market functions and events
Provide general support to visitors including itinerary co-ordination
Provide support to Underwriters
What you’ll need:
For this particular role there are some important qualifications and experience we need you to have. These include:
Experience in a similar role
A desire to work within a small and growing local team, supported by a broad regional and global team.
Good working knowledge of Outlook, Word, Excel and PowerPoint
Professional, reliable, proactive, tactful and discrete.
An effective and confident communicator.
Good at planning, organising and prioritising.
Ability to analyse and problem solve.
Produce accurate and timely work.
Personal drive and delivery focus
Proven strong organisational and prioritisation skills
Excellent communication, relationship building and influencing skills
Take the initiative, be proactive and demonstrate a clear thought process in decision making and to consider the wider picture
Good problem-solving skills
Good process implementation and project management skills
Ability to prioritise, multi-task, work to strict deadlines and work well under pressure
Unflappable, confident
Experience in an insurance or reinsurance environment a possible advantage
What you can expect from us:
A competitive salary and benefits package is a given, but you can also expect:
A great team and supportive colleagues
Hybrid Working environment
Flexible Working
Exposure and training in reinsurance underwriting with a view to operating as an underwriting assistant
A strong focus on diversity, inclusion and equal opportunities
A programme of wellbeing and mental health support
Employer-supported volunteering (ESV)
Continuous learning and study support
Structured career development
An open mind (especially to new ideas and ways of doing things)
About MS Amlin
MS Amlin is part of a global top-10 insurance group, MS&AD. We’re made up of four distinct businesses covering global reinsurance, Lloyds franchise, local specialty insurer, and business services.
#LI-MSAUL
Location: Sydney
Position type: Full time, permanent
This role is instrumental in providing vital office management support to our Sydney office on a day to day basis. We are looking for a reliable individual to provide an efficient and effective service.
About The Job
While there is rarely a typical day, here’s a snapshot of some of the key parts of the job:
Office Maintenance
Responsible for new starter/leaver activities e.g. profile, asset management including pre-boarding and on-boarding checklists for new starters
Responsible for relationship with shared office owners
Manage office related outsourcing providers
Maintain suppliers’ list and emergency contacts (shared drive)
Responsible for all office supplies and condition
Responsible for procurement e.g. stationary, office supplies, kitchen goods, cleaning items
Maintain office manual for ongoing staff instructions i.e. responsible for office life communication
Maintain and ensure office equipment safe and function well
Office Development
Local liaison for Facilities Function
Local co-ordinator for office projects such as refurbishment / development including purchase of furniture, IT equipment, health and safety equipment, and dealing with contractors on site.
Responsible for office branding including ensuring compliance with Group Policies
Monitor office lease agreement, service contract, subscription, insurance renewal, and etc.
Policies & Procedures
Maintain up to date procedures (shared drive) and implement regular controls in the areas of Business Continuity Plan, Health & Safety, Environmental Management, and Information Security
Ensure consistency with Group Policy Framework and complete quarterly risk assessments
Responsible for Health & Safety including co-ordination
Co-ordinate First Aid / Fire Marshall trainings and refreshers
IT Services/Co-ordination
Assess needs and supervise procurement e.g. IT equipment, telephone systems, mobile phones
Supervise local installation / implementation of IT equipment
Supervise maintenance of IT estate
People Management
Enable management structures to work effectively in the Sydney office, having direct oversight of local employees as appropriate.
Ensure that immigration and employment standards and requirements are adhered to at all times, in conjunction with HR for any overseas secondments
Ensure all colleagues adhere to Workday requirements in a timely manner
Executive Support
Co-ordinate monthly meetings to maintain / improve efficiency
Perform other ad-hoc tasks as required
Business trip arrangement including flight booking, accommodation and meeting itinerary
Co-ordinate all aspects of visits for overseas colleagues when in Australia
Co-ordinate client meetings and expenses for executives
Suggest and arrange market functions and events
Provide general support to visitors including itinerary co-ordination
Provide support to Underwriters
What you’ll need:
For this particular role there are some important qualifications and experience we need you to have. These include:
Experience in a similar role
A desire to work within a small and growing local team, supported by a broad regional and global team.
Good working knowledge of Outlook, Word, Excel and PowerPoint
Professional, reliable, proactive, tactful and discrete.
An effective and confident communicator.
Good at planning, organising and prioritising.
Ability to analyse and problem solve.
Produce accurate and timely work.
Personal drive and delivery focus
Proven strong organisational and prioritisation skills
Excellent communication, relationship building and influencing skills
Take the initiative, be proactive and demonstrate a clear thought process in decision making and to consider the wider picture
Good problem-solving skills
Good process implementation and project management skills
Ability to prioritise, multi-task, work to strict deadlines and work well under pressure
Unflappable, confident
Experience in an insurance or reinsurance environment a possible advantage
What you can expect from us:
A competitive salary and benefits package is a given, but you can also expect:
A great team and supportive colleagues
Hybrid Working environment
Flexible Working
Exposure and training in reinsurance underwriting with a view to operating as an underwriting assistant
A strong focus on diversity, inclusion and equal opportunities
A programme of wellbeing and mental health support
Employer-supported volunteering (ESV)
Continuous learning and study support
Structured career development
An open mind (especially to new ideas and ways of doing things)
About MS Amlin
MS Amlin is part of a global top-10 insurance group, MS&AD. We’re made up of four distinct businesses covering global reinsurance, Lloyds franchise, local specialty insurer, and business services.
#LI-MSAUL
💡 Quick Summary
Seeking a career-building opportunity? The Office Manager & EA position is now open for candidates interested in the Health Jobs sector. This role in Sydney offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Health Jobs is a plus.
