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Office Administrator

Company: Beazley
Location: Los Angeles
Posted on: November 22, 2021

Job Description:

Job Summary: Provide efficient and 'first class' reception and comprehensive administrative support to the Head of Office and office as a whole
Key Responsibilities: Commercial Management / General Office:

  • Answer main line, transfer calls and take messages
  • Check main voicemail line and forward/respond as needed
  • Answer calls; transfer to appropriate party
  • R espond as needed to conference room requests and other emails
  • Schedule conference rooms / resolve conference room conflicts
  • Greet visitors; offer and provide refreshments.
  • Order lunch for office
  • Send out email to all employees each morning
  • Place order with vendor
  • Check receipts against invoices
  • Keep track of invoices and send records to Finance US weekly & monthly
  • Keep inventory of coffee, milk, and pantry supplies; unpack upon arrival
  • Neaten and re-stock pantries throughout the day
  • Maintain fridge, cleaning and emptying regularly
  • Neaten pantries
  • Load / unload dishwasher as necessary
  • Keep inventory of office supplies; order; unpack upon arrival
  • Keep copy area neat & stocked
  • Check and replenish printers/copiers for paper and toner
  • Neaten conference rooms before and after meetings; check all conference and touchdown rooms for pads, sharpened pencils, neatness
  • Update/maintain lobby phone directories.
  • Input all visitors in the building security system
  • Report lights out and other maintenance issues to the building; follow up to oversee implementation and completion of issues
  • Receive deliveries, sort mail and place in mailboxes
  • Packaging, posting, mailing (US mail and UPS) for all staff
  • Check and refill postage meter as needed
  • Order business cards and stationery for staff and new hires as requested
  • Put together packets and needed materials for meetings for office and visitors.
  • Liaise with Admins in London and the US to assist Beazley Executives visiting the office
  • Order and set up / clean up catering for meetings
  • Set up video conferences
  • Greet and orient new hires to the office and assist with their transition
  • Issue and update employee key cards
  • Liaise with other offices to plan and setup VC interviews
  • Manage ad hoc tasks/projects as requested.
  • Additional projects as requested by Head of Office, FLs, Facilities or Manager
    HOO/Broker Relations and Team Support :
    • Order and set up/clean up catering for meetings
    • Set up video conferences
    • Arrange entertainment and dinners for visitors if needed
    • Support Regional events and Focus Groups & Marketing with organization and planning of broker events including reservation of event space, invitations and follow up (and related logistics associated with successful execution of event).
    • Schedule and attend monthly (or other frequency) Regional Planning meetings and record minutes capturing key actions from meeting. Assist HOO in following up with Focus Groups on specific actions.
    • Process Expense reports
    • Attend, manage, and minute meetings where required
    • Assist in calendar management with key stakeholders

      GeneralAt Beazley we are committed to doing the right thing because it is the right thing to do. It is important that within all your interactions both internally and externally you adhere to this principle through adoption of Beazley's core values and behaviors - PIED and Being Beazley.
      • Adopt the Beazley culture of Professionalism, Integrity, Effectiveness and Dynamic that contributes to an internal environment of teamwork and promote a positive brand image and experience to our external customers.
      • Comply with Beazley procedures, policies and regulations including the code of conduct. Undertake training on Beazley policies and procedures as delivered by your line manager, the Talent Management development or assurance teams (compliance, risk, internal audit) either directly, via e-learning or the learning management system.
      • Display business ethics that uphold the interests of all our customers.
      • Maintain a professional appearance and attitude and present a strong and positive face to the office and visitors throughout the day.
      • Ensure all interactions with customers are focused on delivering a fair outcome, including having the right products for their needs.
      • Comply with any specific responsibilities necessary for your role as outlined by your line manager, the Talent Management or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas. This may include, amongst others, Beazley's underwriting control standards, Beazley's claims control standards, other Beazley standards and customer relationship management.
      • Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. These may include membership of any Beazley committees or working groups.

        Personal Specification:Education and Qualifications
        • College degree required
          Skills and Abilities
          • Accurate and numerate
          • Able to communicate effectively with others at all levels, both verbally and in writing
          • Ability to work in pressurized working environment
          • Good understanding of the organization's structure
            • Experience working reception and/or managing an office is required.
            • Corporate reception or administrative experience in a medium to large corporate environment
            • Team or executive level support is beneficial but not required
            • Event Planning
            • Budgeting
            • Vendor selection and communication
            • Food and beverage selection
            • Negotiation
            • Day-of Logistics
            • Invitations
            • Follow-up and recap of event success
              • Ability to multi-task and prioritize
              • Self-motivated; able to work independently
              • Organized and proactive
              • Articulate
              • Positive, helpful disposition; good attitude
              • Team working approach
              • Initiative
                This document is subject to review after consultation with your manager.

Keywords: Beazley, Los Angeles , Office Administrator, Administration, Clerical , Los Angeles, California

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