About this role
Provide office and administrative support to Markel Australia.
Duties and accountabilities Reception
• Meet and great all visitors to the local office to ensure their arrival and departure experience is genuine, friendly and efficient • Direct all incoming telephone calls and taking and conveying messages • Book meetings and set up rooms for conferences • Provide refreshments or arranging catering for visitors and meeting attendees • Provide first line contact with third party suppliers, building management, maintenance and cleaning providers: logging faults with Lloyds and following up through to complete resolution • Maintain office stationary to appropriate level, replenishing stock as and when required
Assistance to MD and senior colleagues
• Assist with expenses recording and submission • Manage diary and appointments
Administration
• Assist with travel bookings, as required • Book couriers and taxis, as required • Maintain and update records of company assets (including branded merchandise items) • Maintain office equipment and escalate issues with the relevant department • Manage archiving for local office (including destruction of old hardcopy documents) • Ensure pantry supplies are sufficient • Ensure cleanliness and tidiness of local office • Assist with new joiner onboarding as directed by hiring manager and Asia Pacific HR Advisor • Assist with Company events as directed and adhere to budget provided. • Manage office move and/or refurbishment
Finance
• Assist on analysis, budgeting and forecasting of expenses as and when needed, including marketing, travel and entertainment. • Ensure new suppliers are onboarded in accordance with internally agreed process. • Maintain and forward on paper documents to other Asia Pacific colleagues for their further action (tax invoices/ closings from brokers/ cheque images) • Chase brokers for outstanding closings or credit notes as required. • Assist underwriters and finance with premium debt chasing as required. • Liaise with local external service provider as and when directed by Asia Pacific Finance Team for tax filing matters.
Building Management
• Liaise with building management team/ co-working office team and building reception to ensure all visitors to the local office are provided with building access cards • Escalate any facilities or office management issues to London Facilities team, as appropriate • Assume the “Health and Safety Officer” role
Business Continuity Plan (BCP)
• Oversee BCP for Australia including understanding the requirements, checking the resilence, ensuring accurate maintenance of call cascade and testing remote access • Manage the BCP , providing updates to the fellow colleague in Asia Pacific and London, as required • Liaise with building management team, building reception and London Facilities team, as required
Skills, knowledge and experience The successful candidate will:
• Have experience of working within a corporate environment • Be computer literate, they should have the ability to develop a full understanding and capability of in-house and MS systems • Demonstrate due care and attention in following documented processes aligned to their role • Demonstrate flexibility and a high degree of accuracy • Demonstrate a ‘can do’ attitude that is professional and efficient
Markel competencies Pursuit of excellence
• Consistently provides quality work products • Adapts behaviour to reflect the style of others to foster effective working relationships • Finds the most efficient and practical means of overcoming challenges Customer focus
• Actively looks for solutions to customer problems • Seeks to further knowledge of customer needs • Builds relationships with customers and responds to needs by demonstrating tact, empathy and professionalism Business results
• Seeks the best and most direct option to accomplish tasks • Demonstrates effective organisation skills • Applies logic and draws accurate conclusions from information Collaboration
• Helps others succeed • Approaches change in a positive manner • Listens for and acts on key information Strong foundations
• Holds self and others accountable to ethical standards • Takes ownership and accountability for own development • Shows accountability and resilience in achieving goals