Workplace Assistant (Part time) Melbourne, Australia This part time role of Workplace Assistant is to facilitate the smooth running of the front desk, meeting rooms, kitchen and overall office, whilst also providing Administrative support as required. The AXA XL Administrative team collaborate to offer accurate and effective administrative support to the Workplace Manager across a wide range of varying tasks, whilst also providing assistance to Senior staff as directed. DISCOVER your opportunity What will your essential responsibilities include? Front desk: Act as the face of the business, welcoming and hosting guests, accepting and distributing deliveries. Phones: Take and direct calls on the main business phone lines. Security assistance: Manage and issue security passes for staff and visitors, and ensure external parties are signed in and inducted. Meeting rooms: manage bookings, maintain cleanliness and facilities of all meeting rooms, troubleshoot IT/Video Conferencing issues, coordinate meeting catering. Kitchen: 'set up' on a daily basis, unpack deliveries, clean work surfaces, ensure the kitchen is clean and presentable. Ordering: process weekly orders including (but not limited to) stationery and groceries. General administration: Assist with administrative functions including word processes, data entry, filing, record keeping, photocopy, binding. Coordinate internal processes including (but not limited to) mail collection/distribution, coordinate 'staff whereabouts', phone list documentation, courier bookings, print orders. Administration support: Assist the Workplace Manager and other team members, when required. Provide ad hoc project support as required, which may include events, marketing, finance, travel projects. Leadership support: Provide adhoc administrative support to members of the Australian Leadership Team. Event support: Provide support in coordinating internal and external events, including liaising with suppliers, when required. Human resources support: Assist in the onboarding and offboarding of staff including preparing work stations and assisting with equipment set-up. Finance support: Assist with processing expense claims. Relationship management: assist with booking/briefing key suppliers including (but not limited to) plumbers, cleaners, building management and other general maintenance suppliers. Health and Safety: Assist with WHS, First Aid and Fire Safety processes and equipment maintenance. SHARE your talent We're looking for someone who has these abilities and skills: Basic knowledge of MS suite including Word, Excel and Outlook No experience required, however 1 years' working experience in front-desk / office environment highly regarded Excellent communication & customer service skills Well presented, positive, friendly & professional Ability to multi-task, prioritise & adapt to changes Strong organisational & time management skills Proactive and willing to learn & take on new challenges Must have permanent working rights for Australia FIND your future AXA XL, the P&C and specialty risk division of AXA, is known for solving complex risks. For mid-sized companies, multinationals and even some inspirational individuals we don't just provide re/insurance, we reinvent it. How? By combining a strong and efficient capital platform, data-driven insights, leading technology, and the best talent in an agile and inclusive workspace, empowered to deliver top client service across all our lines of business − property, casualty, professional, financial lines and specialty. With an innovative and flexible approach to risk solutions, we partner with those who move the world forward. Learn more at axaxl.com Diversity & Inclusion We know that a diverse workforce and inclusive culture enable business growth and are critical to our success. That's why we have made a strategic commitment to attracting and retaining the most diverse workforce possible, while creating a strong, inclusive culture where everyone is welcome and can contribute and reach their highest potential. Named to the Diversity Best Practices Index - 2017, 2018 Signatory to the CEO Action for Diversity Signatory to the UK Women in Finance Charter Twelve Colleague Resource Groups around the Globe Robust support for Flexible Working Arrangements Enhanced family friendly leave benefits AXA XL is an Equal Opportunity Employer.