Office Lead

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, Chubb provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance and life insurance to a diverse group of clients. As an underwriting company, we assess, assume and manage risk with insight and discipline. We service and pay our claims fairly and promptly. The company is also defined by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength and local operations globally. Parent company Chubb Limited is listed on the New York Stock Exchange (NYSE: CB) and is a component of the S&P 500 index. Chubb maintains executive offices in Zurich, New York, London, Paris and other locations, and employs approximately 40,000 people worldwide. Additional information can be found at: www.chubb.com.

Your Role
The Office Lead is key to the service team to ensure the smooth running of the office on a day-to-day basis. In this role, you will manage reception, greet and direct visitors to proper personnel and departments, oversee kitchen and storage/ archive facilities and general office space and supplies, ensuring that the office is well presented and always maintained to project the organisational image. This is a cross-functional position, performing a number of important administrative and office management tasks, interacting with the public, key stakeholders and with all employees within Chubb. You will supervise the Office Coordinator, be able to work flexibly across the Sydney and North Sydney offices and also support the Facilities & Procurement Manager A&NZ and Chief Financial Officer as required.

Your Responsibilities
Reception & General Office Administration

• Greeting and directing visitors such as applicants, brokers, office personnel, auditors etc in a professional manner, and informing relevant staff member(s) of visitor’s arrival.
• Receive and respond to calls and emails professionally and within specified timeframe.
• Responsible for training and overseeing the Office Coordinator
• Implementing and maintaining procedures and overseeing the daily operations of Front of House and keeping within office budgets.
• Ensure office workflow is well-prepared and run smoothly on a daily basis by motivating, supporting, provide instructions and monitoring the overall performance of Front of House.
• Book boardroom and conference facilities where required, including ordering of catering and providing refreshments.
• Ensure the upkeep of the front of house area, meeting rooms and general office to project a professional and corporate image.
• Organise meeting rooms for interviews and external meetings, Town Hall meetings etc (providing water/refreshments/catering) and ensure meeting rooms are cleared and tidied promptly at all times.
• Organise office events. These could include broker functions, promotional events and internal functions etc. Including setting and packing up of meeting room furniture and catering and ensuring within set budget
• Open and distribute incoming mail on a daily basis and notify employees of deliveries and other packages available for collection from reception
• Update internal phone data base of all A&NZ branches.
• Invoices to be checked, coded and sent for payment within timeframe. Transport cards also to be checked. Ensure general office areas are kept clean and restocked at all times e.g. reception, kitchens, breakout areas, meeting rooms, stationery rooms including the cupboards within these rooms are clean and tidy at all times and liaise with the internal cleaner when required
• Ensure stationery, office and kitchen supplies are stocked and ordered when stocks are low.
• Assist and arrange repairs and services with vendors for office equipment such as photocopiers, coffee machines, dishwashers’ printers, etc when necessary
• Assist with organising quotes and contractors upon requests for works or repairs where required.
• Proactively manage the archiving and retrieving files to/from offsite where required
• Manage new and departing employees – Organise new starter pack, clean and prepare desk, disable passes for leavers and set up security pass for new starters and ensure smooth process for all.
• Maintain security passes and register.
• Dairy management for Reception inbox and room bookings calendar.
• Other ad hoc duties in support of the Facilities & Procurement Manager and Chief Financial Officer where required
• Ensure that the workplace is safe and without risk to health by proactively escalating any hazards identified.

Chubb’s National Reception phone queues

• Answer, screen and forward caller enquiries through to the intended recipient.
• Dealing with stakeholders throughout the business, including Senior Executives.
• Act quickly to ensure queries are directed to the most appropriate recipient via telephone or email (where required).
• Delivering the highest standard of customer service, representing the Chubb brand with professionalism.
• Actively working to foster positive working relationships with all members of the broader Chubb team and its customers.

Your Skills & Experience

• At least 24 months previous experience in similar role (Business with multiple offices/ sites)
• Ability to communicate effectively & professionally with all levels of staff, management, internal & external clients
• Ability to work well in a corporate environment, maintaining and enhancing the Chubb Corporate Style Ability to manage self & time effectively
• High level of attention to detail & accuracy
• Excellent customer service ethic
• Action orientated, ability to multi-task
Proficient in Microsoft Office suite

We offer you the opportunity to work as part of a dynamic and agile environment where continuous development is encouraged throughout your career, both locally and globally. We also offer a flexible working approach via our “My One Thing” initiative, education assistance, dress for your day every Friday, promotion of health and wellbeing (including discounted health insurance, daily breakfast and fresh fruit), and the option to enrol into the Chubb Limited discounted stock purchasing scheme.