Job Description - Workplace Manager (13002767M1D20240917) Workplace Manager (12-Month Maternity Leave cover) Sydney, Australia
The primary purpose of this role is to manage and coordinate the office and to provide a high level of administrative support to Country Management and other members of the Leadership Team. Responsibilities include identifying and preventing problems or issues that arise and resolving them on own initiative or forwarding them to the appropriate person for action. With an emphasis on project management, the role requires management of a variety of small- to medium-sized projects inclusive of office fitout and refurbishments. Providing administrative and reception support as required. In this role, the incumbent is the delegated Physical Security/Safety And Health Correspondent for Australia.
Essential ResponsibilitiesOffice Administration Reporting to the Operations Lead to ensure efficient and effective running of the Australian offices.Negotiate and maintain contracts and service agreements renewals and act as point of contact with building management. Disseminate circulars/information/notice to all staff as necessary.Periodic reviews of third parties to ensure service level, price competitiveness, and effectiveness are at a desirable level.Manage the full spectrum of office facilities and safety, office risk assessment, fire drills, scheduled office building shutdowns, etc.Maintain and manage issuance of staff passes and be responsible for overall security.Main point of contact for office-related and administration inquiries. Requires maintaining effective communications for all external and internal customers at all levels.Quarterly environmental reports across all Australian offices.Maintain and manage duties as the Physical Security/Safety And Health Correspondent for Sydney/Melbourne & Brisbane offices.Front Office Supervise and manage the Administration staff.Provide Reception back-up support: welcome and host guests, take and direct telephone calls, manage multiple inboxes, etc.Events Participate actively in the planning and smooth execution of internal and external corporate events, including conferences and client/broker events in collaboration with Marketing and Communications.Management Support Provide support to the Head of Client and Distribution Management – including diary management, travel coordination, project support, documentation administration, reporting, contact management, and general project support.Provide assistance with expense reconciliation, travel arrangements, and ad-hoc requests to other Senior Executives as required.Physical Security/Safety And Health Correspondent Duties Ensure that the AXA XL Physical Security and Health and Safety policies are implemented across the colleagues in Australia.Act as the principal point of contact for organizational AXA XL Physical Security and health and safety matters as required; report to Country Manager if relevant.Ensure that all AXA XL property meets the legal and local requirements for AXA XL Physical Security and health and safety.Manage and solve hazards, potential incidents, as well as issues raised by colleagues during regular maintenance walks around the premises with relevant parties.Check and report on any physical security devices (video control, access control) issues to Operations Director Security, Safety & SMART Buildings.Ensure the regular upkeep of the First Aid and Fire Marshall register and arrange training as necessary.Regularly update any information on Health and Safety, First Aid, and Fire Safety that is available to the business, and any changes in legislation likely to affect working practices.Produce or update mandatory documents annually with the support of the Physical Security and Safety Teams and provide evidence if required.Ensure with local HR that new joiners undertake adequate physical security and safety awareness training related to site security and safety.Report near misses and incidents to Regional Workplace Director, Physical Security and Safety Teams, and local HR.Attend dedicated trainings and regular calls/meetings organized by Physical Security and Safety Team.Join and assist the Incident Management Team (IMT), including completing regular systems checks, annual training, and managing any real-world incidents that may arise.You will report to the Operations Lead, Australia.
We're looking for someone who has these abilities and skills:
Able to communicate effectively with internal and external stakeholders at all levels of sophistication.Ability to work in a fast-paced environment and efficiently juggle numerous concurrent responsibilities.Develop and maintain productive working relationships with internal and external stakeholders.Capability to lead a virtual team.Possess technical knowledge and skills inclusive to all products.Possess strong analytical and problem-solving skills.Organizational, time-management, and multi-tasking skills combined with a strong work ethic.Capable of identifying root cause issues and correcting said issues to drive continuous improvement and process efficiency.Ability to respond to a changing environment with flexibility and innovation.Ability to understand business process, strategy, and planning.Customer service and negotiation skills.Knowledge of functionality of systems.Ability to work in accordance with AXA XL Core Values and Culture.Location: AU-NSW-Sydney
Work Locations: AU NSW Sydney 123 Pitt Street Angel Place Level 28 Sydney 2000
Job Field: Management And Business Support
Schedule: Full-time
Job Type: Standard
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