MetLife

To assist with the facilitation of business requests for office management, ensure equipment is serviced and maintained and engagement and payment of invoices for third party vendors is managed.  

Key Responsibilites

Financial

• Submit invoices for payment via Ariba and ensure correct GL account codes are used and processed in a timely manner. 
• Submit receipts for payment in a timely manner via Concur to reconcile Corporate Credit Card expenses.
• Creation of purchase orders when required. 
• Assist with account management of vendors.
• Looks for ways to reduce costs for the business.

Operations  

• Be a key point of contact for various Office Management requests.  
• Assist with preventative and urgent office maintenance and co-ordinates repair work with contractors. 
• Establishes policies, procedures, and systems necessary for proper purchasing practices, controls, and services.
•  Administering premises management by selecting new office space, liaising with architects and decorators, negotiating new property leases and rent reviews, developing and monitoring compliances.
• Assisting in the recommendation of properties for MetLife to both acquire and/or dispose.
• Negotiating maintenance contracts, providing expenditure and performance data for management, planning premises usage.
• Creation of security cards and locker allocation.  Responsible for keeping a register of visitor passes and ensure their return.  Deactivate any lost passes.  
•  Ensure wardens are trained and posters updated on the floor when we have staff turnover. 
• Submission of loading dock requests when deliveries are required. 
• Ensure first aider room is stocked and kept clean and tidy.
• Adheres to MetLife Records Management policy.  Assists the business with retrieval or destruction requests. 
• Maintain a good working relationship with building management and third-party vendors.
• Maintains kitchen and stationary supplies for the office. 
• Support the Facilities & Wellness Manager by participating in business improvement and cost reduction initiatives.
• Attend Building Management Meetings and Fire Warden sessions when scheduled. 

WHS                      

• Assisting the Facility and WHS Manager in developing and updating WHS policies and procedure.

• Ensuring safe work practices and legal requirements regarding health and safety are met. 
• Actioning safety reports and carrying out workplace inspections
• Ensuring safe work method statements are completed
• Ensuring compliance with occupational health and safety regulation

People         

• Operate in accordance with MetLife Insurance values, enabling a cohesive and positive working environment.
• Participate in work related team meetings and activities as required.

Core hours will be Monday to Friday.  08:45am to 17:00pm.

Qualifications & Experience

•  Minimum 3-5 years of experience in an office management or similar administrative role.
• Excellent organisational, multitasking, and problem-solving skills.

• Strong communication and interpersonal abilities, with the ability to work effectively with all levels of the organisation.
• Proficient in the use of office software i.e. Microsoft Office.
• Collaborative mindset and a customer-focused approach.
• Attention to detail and a commitment to maintaining high standards of work.
• Experience in large matrix financial services organisation an advantage. 
• Experience in building and / or facilities management · 
• Experience with Project management methodologies and tools.

Essential 

Desirable

Core Attributes

Customer Focus – a passion and focus on providing service excellence, providing relevant solution that exceed our customer expectations, recognising the importance and value to the business and strives to continually improving the service experience.

Collaboration & Teamwork - listen, share information and works effectively with team members to accomplish goals.

Pro-active –decisive and self-starting mindset, able to look ahead, innovate and continually improve.

Agility and adaptable – is comfortable with change, can adapt actions and thinking in order to suit different conditions or situations.

Integrity – possess honesty and ethical /professional standards – able to be trusted to do what has been asked, or what has been promised.

Ability to deal with pressure – able to organise time well, so that work and tasks don't build up and the ability to cope with the job demands.

Accountability– takes personal responsibility for decisions, acts, and always follows through on commitments.

Problem solving & decision making – can gather relevant information, prioritise and can think on their feet to make timely and informed decisions.

Communication - able to express ideas clearly, effectively and with meaning (written & verbal), and to a variety of audiences. Enables effective communication across the function or team, encouraging constructive feedback and sharing of appropriate information to relevant parties. Uses listening and questioning to check for understanding; has an ability to communicate on all levels.

Learning agility - Is curious and eager to learn and readily recovers and learns from their mistakes.