Office Administrator - Beazley Management Limited

Job Title:                      Office Administrator – New York

Division:                      BSS – Underwriting & Claims Operations

Reports To:                  Team Leader

Key Relationships:      Head of Office, Commercial Management, New York Office Members, Support Staff and other Staff Members

Job Summary:              To facilitate the efficient and safe running of the New York office, ensuring health & safety requirements are maintained at all times.  Working in partnership with the Head of Office to organise and support internal and client office events.  Working in collaboration with the Commercial Management team to ensure facilities are maintained, including the escorting of maintenance staff on site and logging work conducted. Managing and welcoming visitors to the office.  

Key Responsibilities:  

• Overall care of the Beazley office including managing facilities, scanning documents, file and supplies organization, daily and overnight mail and packages, routine correspondence and enquiries, visitor management, and comprehensive regular maintenance of high-traffic areas in the office.

• Provide some diary management for the office, internal & external, including conference room booking and external visitor management.

• Act as first point of contact for both internal and external clients wishing to visit office personnel, and ensure the visitors have access to the building by registering them with the building security, then providing high-end hospitality upon arrival.

• Act as liaison for operation of office systems including telephone, copy machine, meeting room reservations.  Be the single point of contact for office personnel and Commercial Management in regard to office and premises issues.  Assist with the coordination of resolving of IT issues.

• Order/maintain office supplies, and keep a tidy office, both visible and in storage.  Maintenance of the coffee machines.

• Assist other members of the Administration team with overflow, when requested.

• Assist with in-office events, either internal or external-facing, by providing assistance with scheduling and arranging ahead of time, catering ordering/deliveries, set up and clean-up of event, over-all flow of the event, and any ad hoc needs the event calls for.

• Providing support for ad hoc tasks/projects as requested.

• Navigate with strong communication to all parties, both verbal and written.

• Navigate within high-pressure situations with composure and positivity.

• Comply with relevant Beazley procedures and policies.

Personal Specification:

Education and Qualifications

• College degree or equivalent

Skills and Abilities

• The ability to manage time, meet deadlines and prioritise
• Team player as well as the ability to use own initiative
• Able to communicate effectively with others, both verbally and in writing
• Accurate and numerate
• Proactive
• Strong multi-tasking abilities
• Strong organizational abilities
• Event management
• Delegation and quick decision making
• Excellent hosting and hospitality

Knowledge and Experience

• Minimum of five years office management experience within a corporate office
• Excellent working knowledge of Outlook, Word, Excel and PowerPoint

Aptitude and Disposition

• Focussed, self-motivated, flexible and enthusiastic
• Professional and positive approach

Competencies

• Outcome focused
• Self-motivated
• Flexible
• Enthusiastic
• Proactive
• Professional approach to successfully interact with managers/colleagues/external suppliers
• Concern for quality
• Team working
• Information seeking
• Detail orientated
• High-standards for work products

The rewards: 

• The opportunity to connect and build long-lasting professional relationships while advancing your career with a growing, dynamic organization
• Attractive base compensation and discretionary performance related annual bonus
• Competitively priced medical, dental and vision insurance
• Company paid life, and short- and long-term disability insurance
• 401(k) plan with 5% company match and immediate vesting
• 22 days annual PTO (full-time, prorated for 1st calendar year of employment), plus paid public holidays with the ability to flex the religious bank holidays to suit your religious beliefs. Additional PTO purchase is available up to a maximum of 5 days per calendar year.
• Up to $700 reimbursement towards home office setup
• Free in-office lunch, travel reimbursement for travel to office, and monthly lifestyle allowance in support of your wellbeing
• The opportunity to save for, and purchase, shares of Beazley stock
• Six months fully paid parental leave, regardless of how you come to parenthood
• Company paid sabbatical up to 12 weeks after 10 years of continued service
• Support with exam/study leave and fees for relevant qualifications related to furthering education
• Up to 2.5 days matched paid leave for volunteering at a charity of your choice and 5 days paid leave to provide or arrange care for a dependent with a long term care need annually
• Smart working policy and flexible working culture, trusting our employees to do what works best for them, their role and the needs of the business

Salary for this role will be tailored to the successful individual’s location and experience. The expected compensation range for this position is $60,000 - $70,000 per year plus discretionary annual bonus. You will be able to discuss your salary expectations should you be contacted about this role.