Office Administrator

Office Administrator (Part time)

Melbourne, Australia

This part time role of Office Administrator is to facilitate the smooth running of AXA XL's Melbourne office location, including front desk, meeting rooms, kitchen and all facilities, whilst providing daily administrative support across the business.

The AXA XL Administrative team collaborate to offer accurate and effective administrative support to the Workplace Manager across a wide range of varying tasks, whilst also providing assistance to Senior staff as directed.

DISCOVER your opportunity

What will your essential responsibilities include?

• Front desk: Act as the face of the business, welcoming and hosting guests, accepting and distributing deliveries.
• Phones: Take and direct calls on the main business phone lines using Microsoft Teams. Take and relay accurate messages through appropriate internal channels in line with our standards.
• Security assistance: Manage and issue security passes for staff and visitors, and ensure external parties are signed in and inducted. Program new security passes using in-house software.
• Meeting rooms: manage bookings, maintain cleanliness and facilities of all meeting rooms, troubleshoot IT/Video Conferencing issues, coordinate meeting catering.
• Kitchen: 'set up' on a daily basis, unpack deliveries, ensure the kitchen is clean and presentable, clean and adhere to maintenance requirements of appliances such as coffee machine, fridge, dishwasher etc, maintain stock levels of consumables.
• Ordering: process regular orders including (but not limited to) stationery and groceries.
• General administration: Assist with administrative functions including word processes, data entry, filing, record keeping, off-site archiving, photocopy, binding. Assist with admin functions on the client portal. Coordinate internal processes including (but not limited to) mail collection/distribution, coordinate 'staff whereabouts', phone list documentation, courier bookings, print orders.
• Administration support: Assist the Workplace Manager and other team members, when required. Provide ad hoc project support as required, which may include events, marketing, finance, travel projects.
• Leadership support: Provide adhoc administrative support to members of the Australian Leadership Team.
• Event support: Provide support in coordinating internal and external events, including liaising with suppliers, when required.
• Human resources support: Assist in the onboarding and offboarding of staff including conducting walk-through office orientations for new starters, distributing/collecting equipment, security passes, welcome materials.
• Finance support: Assist with processing expense claims.
• Relationship management: assist with booking/briefing key suppliers including (but not limited to) plumbers, cleaners, building management and other general maintenance suppliers.
• Health and Safety: Assist with WHS, First Aid and Fire Safety processes and equipment maintenance. Willingness to maintain status as active Fire Warden, attend Fire Warden trainings, and recruit other wardens.

You will report to the Workplace Manager.

SHARE your talent

We're looking for someone who has these abilities and skills:

• Must have basic proficiency in MS suite including Word, Excel and Outlook
• 1 years' working experience in front-desk / office environment highly regarded
• Excellent communication & customer service skills
• Well presented, positive, friendly & professional
• Ability to multi-task, prioritise & adapt to changes
• Demonstrates initiative and the ability to work independently
• Is passionate about people engagement and eager to learn
• Strong organisational & time management skills
• Proactive and willing to learn & take on new challenges
• Must have permanent working rights for Australia

FIND your future

AXA XL, the P&C and specialty risk division of AXA, is known for solving complex risks. For mid-sized companies, multinationals and even some inspirational individuals we don't just provide re/insurance, we reinvent it.

How? By combining a comprehensive and efficient capital platform, data-driven insights, leading technology, and the best talent in an agile and inclusive workspace, empowered to deliver top client service across all our lines of business − property, casualty, professional, financial lines and specialty.

With an innovative and flexible approach to risk solutions, we partner with those who move the world forward.

Learn more at axaxl.com

Inclusion & Diversity

AXA XL is committed to equal employment opportunity and will consider applicants regardless of gender, sexual orientation, age, ethnicity and origins, marital status, religion, disability, or any other protected characteristic.

At AXA XL, we know that an inclusive culture and a diverse workforce enable business growth and are critical to our success. That's why we have made a strategic commitment to attract, develop, advance and retain the most diverse workforce possible, and create an inclusive culture where everyone can bring their full selves to work and can reach their highest potential. It's about helping one another - and our business - to move forward and succeed.

• Five Business Resource Groups focused on gender, LGBTQ+, ethnicity and origins, disability and inclusion with 20 Chapters around the globe
• Robust support for Flexible Working Arrangements
• Enhanced family friendly leave benefits
• Named to the Diversity Best Practices Index
• Signatory to the UK Women in Finance Charter

Learn more at axaxl.com/about-us/inclusion-and-diversity. AXA XL is an Equal Opportunity Employer.

Sustainability

At AXA XL, Sustainability is integral to our business strategy. In an ever-changing world, AXA XL protects what matters most for our clients and communities. We know that sustainability is at the root of a more resilient future. Our 2023-26 Sustainability strategy, called "Roots of resilience", focuses on protecting natural ecosystems, addressing climate change, and embedding sustainable practices across our operations.

Our Pillars:

• Valuing nature: How we impact nature affects how nature impacts us. Resilient ecosystems - the foundation of a sustainable planet and society - are essential to our future. We're committed to protecting and restoring nature - from mangrove forests to the bees in our backyard - by increasing biodiversity awareness and inspiring clients and colleagues to put nature at the heart of their plans.
• Addressing climate change: The effects of a changing climate are far reaching and significant. Unpredictable weather, increasing temperatures, and rising sea levels cause both social inequalities and environmental disruption. We're building a net zero strategy, developing insurance products and services, and mobilizing to advance thought leadership and investment in societal-led solutions.
• Integrating ESG: All companies have a role to play in building a more resilient future. Incorporating ESG considerations into our internal processes and practices builds resilience from the roots of our business. We're training our colleagues, engaging our external partners, and evolving our sustainability governance and reporting.
• AXA Hearts in Action: We have established volunteering and charitable giving programs to help colleagues support causes that matter most to them, known as AXA XL's "Hearts in Action" programs. These include our Matching Gifts program, Volunteering Leave, and our annual volunteering day - the Global Day of Giving.

For more information, please see axaxl.com/sustainability