Office Manager & EA at MS Amlin

Sydney, New South Wales, Australia -

Full Time

Start Date

Immediate

Expiry Date

25 Feb, 26

Salary

0.0

Posted On

28 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Communication, Organizational Skills, Problem Solving, Project Management, IT Coordination, Procurement, Health and Safety, Relationship Building, Time Management, Proactivity, Discretion, Team Collaboration, Attention to Detail, Adaptability, Decision Making

Industry

Insurance

Description

Job Title: Office Manager & EA Location: Sydney Position type: Full time, permanent This role is instrumental in providing vital office management support to our Sydney office on a day to day basis. We are looking for a reliable individual to provide an efficient and effective service. About The Job While there is rarely a typical day, here’s a snapshot of some of the key parts of the job: Office Maintenance Responsible for new starter/leaver activities e.g. profile, asset management including pre-boarding and on-boarding checklists for new starters Responsible for relationship with shared office owners Manage office related outsourcing providers Maintain suppliers’ list and emergency contacts (shared drive) Responsible for all office supplies and condition Responsible for procurement e.g. stationary, office supplies, kitchen goods, cleaning items Maintain office manual for ongoing staff instructions i.e. responsible for office life communication Maintain and ensure office equipment safe and function well Office Development Local liaison for Facilities Function Local co-ordinator for office projects such as refurbishment / development including purchase of furniture, IT equipment, health and safety equipment, and dealing with contractors on site. Responsible for office branding including ensuring compliance with Group Policies Monitor office lease agreement, service contract, subscription, insurance renewal, and etc. Policies & Procedures Maintain up to date procedures (shared drive) and implement regular controls in the areas of Business Continuity Plan, Health & Safety, Environmental Management, and Information Security Ensure consistency with Group Policy Framework and complete quarterly risk assessments Responsible for Health & Safety including co-ordination Co-ordinate First Aid / Fire Marshall trainings and refreshers IT Services/Co-ordination Assess needs and supervise procurement e.g. IT equipment, telephone systems, mobile phones Supervise local installation / implementation of IT equipment Supervise maintenance of IT estate People Management Enable management structures to work effectively in the Sydney office, having direct oversight of local employees as appropriate. Ensure that immigration and employment standards and requirements are adhered to at all times, in conjunction with HR for any overseas secondments Ensure all colleagues adhere to Workday requirements in a timely manner Executive Support Co-ordinate monthly meetings to maintain / improve efficiency Perform other ad-hoc tasks as required Business trip arrangement including flight booking, accommodation and meeting itinerary Co-ordinate all aspects of visits for overseas colleagues when in Australia Co-ordinate client meetings and expenses for executives Suggest and arrange market functions and events Provide general support to visitors including itinerary co-ordination Provide support to Underwriters What you’ll need: For this particular role there are some important qualifications and experience we need you to have. These include: Experience in a similar role A desire to work within a small and growing local team, supported by a broad regional and global team. Good working knowledge of Outlook, Word, Excel and PowerPoint Professional, reliable, proactive, tactful and discrete. An effective and confident communicator. Good at planning, organising and prioritising. Ability to analyse and problem solve. Produce accurate and timely work. Personal drive and delivery focus Proven strong organisational and prioritisation skills Excellent communication, relationship building and influencing skills Take the initiative, be proactive and demonstrate a clear thought process in decision making and to consider the wider picture Good problem-solving skills Good process implementation and project management skills Ability to prioritise, multi-task, work to strict deadlines and work well under pressure Unflappable, confident Experience in an insurance or reinsurance environment a possible advantage What you can expect from us: A competitive salary and benefits package is a given, but you can also expect: A great team and supportive colleagues Hybrid Working environment Flexible Working Exposure and training in reinsurance underwriting with a view to operating as an underwriting assistant A strong focus on diversity, inclusion and equal opportunities A programme of wellbeing and mental health support Employer-supported volunteering (ESV) Continuous learning and study support Structured career development An open mind (especially to new ideas and ways of doing things) About MS Amlin MS Amlin is part of a global top-10 insurance group, MS&AD. We’re made up of four distinct businesses covering global reinsurance, Lloyds franchise, local specialty insurer, and business services. #LI-MSAUL MS Amlin is a leading (re)insurer and part of the global MS&AD Group, with operations across Lloyd’s of London, the Middle East, and Asia Pacific. With over 120 years of experience, we support businesses facing complex and demanding risks, providing continuity in an uncertain world. Our expertise covers Property, Casualty, Marine, Crisis Management, Natural Resources and Reinsurance, backed by strong underwriting capabilities and deep sector knowledge. At the core of our claims service is TRUST - Transparency, Responsiveness, Understanding, Solution-driven thinking, and Technical expertise. This defines how we manage claims and build lasting relationships.

Responsibilities

The Office Manager & EA is responsible for providing vital office management support, including overseeing office maintenance, procurement, and facilities coordination. Additionally, the role involves executive support, managing office-related outsourcing, and ensuring compliance with policies and procedures.