Office Coordinator

  • Company:
  • Location:
  • Salary:
    negotiable / Monthly
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  • Posted:
    7 hours ago
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Reporting to the Executive Assistant to CEO, the purpose of the Office Coordinator is to deliver a wide range of high quality administration services that support the different functional areas in meeting the business needs. The role works closely with the team of Executive Assistants to provide effective and efficient day-to-day services including managing office administration functions, overseeing facilities management, ensuring superior service and support is provided to internal and external customers. It is vital that the Office Coordinator understands the structure and business of Cigna to enable the development of appropriate administration solutions and the provision of efficient and effective services across the organization.

**Critical Tasks and Expected Contributions / Results:**

To maintain Cigna’s office administration, which includes but is not limited to:

+ Receiving visitors

+ Attending to telephone and/or e-mail queries.

+ Coordinating the negotiation and monitoring supplier agreements, in relation to cleaning, printing and stationery, furniture, office machines (e.g. photocopiers, faxes, coffee machines) and office plants

+ Maintaining security systems, including the allocation of access cards, managing the visitors’ register, acting as a point of contact for the alarm response company, as well as completing monthly audits on a timely basis on these security systems for the ISO Audit

+ Managing national and international courier deliveries

+ Managing overall office appearance – working with departments to keep the office tidy at all times

+ Managing meeting room arrangements, i.e. making sure they are tidy at all times, setting up face-to-face or video conference meetings, catering

+ Liaising with company suppliers, i.e. building maintenance, furniture, cleaners, recycling, stationery, printing, catering

+ Managing office housekeeping supplies, i.e. coffee/tea/milk, cleaning equipment, newspapers

+ Maintaining the Civil Defense cabinets, emergency backpacks and water barrels, and ensuring 6-monthly checks are carried out and stock is replaced/replenished as required

+ Liaising regularly with the Building Manager regarding building maintenance

+ Coordinating property filing, i.e. maintenance register, leases, all communication, plans

+ Reconciling all invoices relating to office and building expenditure

+ Maintaining HR’s register for gym memberships and eye exams

+ Coordinating birthday cake celebrations for staff on a monthly basis

+ Maintaining the First Aid kits, i.e. monthly check on contents, replacing items as required due to use and/or use by date and reporting to HR any unusual usage of items

+ Working with HR to manage fire wardens and first aiders – appointment, training and communications

+ Monitoring the Paracetomol Registers and replenishing when necessary

+ Providing backup and relief support to the Executive Assistants in all aspects of their position

+ Providing backup and relief support to the Operations Administrator

+ Building and maintaining excellent working relationships with managers and staff to be able to anticipate their requirements and respond to them appropriately. This includes gaining an in-depth knowledge of the business, and supporting them to ensure that office administration procedures are followed consistently and fairly

+ Building and maintaining excellent working relationships with external providers of office administration services and products, to ensure that external contractors deliver products/services on time that meets our requirements

+ Evaluating critically and improving existing office administration procedures and standards and to develop and implement new administration procedures and standards. It is important to ensure that all practices meet the needs of the business and are successfully implemented and used

**Experience/ Education /Knowledge Requirements:**

+ NCEA or higher

+ 2+ years’ administrative work experience or significant scope across a wide variety of administrative functions

+ High degree of computer literacy in Microsoft applications (word processing, spreadsheets, databases), file management, e-mail and the internet

+ Good level of communication skills both written and verbal

+ Sound knowledge on Health and Safety

+ Ability to travel as required

**Role Competency Requirements:**

+ Take shared responsibility for managing and developing oneself

+ Demonstrate the highest standard of integrity in whatever they say and do with the ability to handle confidential information

+ Always treat people with respect and courtesy

+ Excellent interpersonal skills with proven ability to influence and enlist the support of management, and the capability to establish and build effective working relationships with people of all cultures and employees at all levels

+ Ability to convey information and ideas accurately and clearly, with strong written and oral communication skills to be able to provide sound advice, build relationships, present ideas and arguments, influencing others and negotiating solutions, and the ability to adjust communication style to suit the intended audience

+ Hands on, results and action oriented with determination to drive for results and meet deadlines

+ Capable of managing conflict, change, and resolving problems in a dynamic environment

+ Attention to detail and accuracy

+ Strong collaboration skills, a team player

+ Strong time management and prioritization skills

**About Cigna**

Cigna Corporation (NYSE: CI) is a global health service company dedicated to improving the health, well-being and peace of mind of those we serve. We offer an integrated suite of health services through Cigna, Express Scripts, and our affiliates including medical, dental, behavioral health, pharmacy, vision, supplemental benefits, and other related products. Together, with our 74,000 employees worldwide, we aspire to transform health services, making them more affordable and accessible to millions. Through our unmatched expertise, bold action, fresh ideas and an unwavering commitment to patient-centered care, we are a force of health services innovation.

When you work with Cigna, you’ll enjoy meaningful career experiences that enrich people’s lives while working together to make the world healthier place. What difference will you make? To see our culture in action, search #TeamCigna on Instagram.