Office Coordinator (Fixed Term Contract) Job in Auckland Recruiting by Chubb Insurance

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 the world's largest publicly traded property and casualty insurance company, with operations in 54 countries and territories and over 30,000 employees globally. The company is distinguished by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength, underwriting excellence, superior claims handling expertise and local operations globally.Your RoleThe primary purpose of this role is supporting the New Zealand team with administration assistance in all front of house concierge services, Health and Safety, IT and ensuring that facilities are well presented and maintained to a high standard.Your ResponsibilitiesAdministration & Front of HouseGreeting and directing visitors in a professional manner providing a concierge service of offering beverages.Update, maintain and distribute internal and external phone lists.Responsible for main office phone line including directing internal calls to/from employees as well as organising courier services.Responsible for the upkeep of the office and front of house area including meeting rooms, stationary area & kitchen to project a professional and corporate image.Book meeting rooms and conference facilities where required, including ordering of catering and supplying refreshments.Open and distribute incoming mail on a daily basis including scanning to relevant departments.Responsible for ensuring stationery, office and kitchen supplies are daily stocked and orders placed when stocks are low.Restock daily soft drinks available in the fridge and prepare weekly drinks & snacks for Friday night drinks.Organise quotes and log jobs with vendors, any repairs and services required for the best maintenance and working facilities in the office, for example, but not limited to printers, plumbers, coffee machine, sparky, cleaners and emergency equipment when necessary.Proactively manage the archiving and retrieving files to/from offsite.Assist with office events where requested. Including broker functions, product launches, promotional events and internal functions. Including setting and packing up of meeting room furniture.Pro-actively submitting invoices with correct coding, processing MEMO payments when requested by Finance and approving all office expenses through Workview.Responsible to book flights and accommodation for staff members when required, following the best practices on the Travel Policy.Assist the PA to Corporate Management to maintain the merchandise register and admin folders up to date.Assist Legal Department in opening Laser Matters and correspondent folders, as well as keeping the register up to date.Responsible for the Village posts – Chubb Champions, contact lists, events, etc.Assist Head of P&C with calendar management.Allocate & maintain records for door security passes and car park passes.Assist with onboarding process by organizing the meetings for the orientation week, welcome packs for new starters, clean and prepare desk as well as ordering any required equipment for work from home setup.Identify the need for conferencing facilities and proactively prepare these ahead of meetings including set up and testing ofVideo conferencing calls such as Town Hall meetings.#J-18808-Ljbffr