Office Administrator

Position Summary

This role will based in the Company’s Brussels Office.

In this role you will be first point of contact for the Brussels office and supporting wider offices in UK & Europe managing general office and facilities duties.

This role reports to the Facilities Manager in London Office and works closely with the Operations Resiliency & Facilities Team in London and Office Administrators, across our office in UK & Europe, with the management and administration of premises and facilities duties as required.

Key Responsibilities

Front of House:

• This will be an office based role as it manages the ongoing daily reception activities such as:
• Greeting and managing visitors.
• Managing room booking schedules.
• Supporting Executive and Management meetings where required with food and drink orders.
• Managing the reception desk phone and email inbox, transferring queries internally as required.
• Ensuring the offices meeting and receptions areas are well maintained.
  
  

Premises Management

• Accountable for stationary and office consumables (e.g. coffee, tea, paper, cartridges, stamps, etc.) and refilling stationary/printers points around the office.
• Be the contact point with local providers for the ongoing relations of the contracts in place (post, cleaning, maintenance services, printers maintenance, etc.).
• Ensuring that basic facilities, such as water, heating, air condition, are well-maintained.
• Create a sense of 'great place to work' among local colleagues by creating and displaying information, quick guides, office rules, etc.
• Be the visible face for all external calls/visits to the office and liaise with landlord and local companies to ensure office is kept in good conditions and functional on a daily basis.
• Work with relevant stakeholders to ensure Operational resiliency agenda (emergency plans, business continuity plans etc.) and Health & Safety requirements for the branch are up to date and compliant.
• Collect, distribute and frank post on a daily basis.
• Maintains files and documents processed for archiving or confidential disposal.
  
  

Office Administration

• Send invoices to AP, follow up payment on a regular basis, archive invoices, complete new vendors forms.
• Onboarding process: Work with different departments and create a list of access that are required per type of function.
• If required dependent on location, be the point of contact for local Regulator and other official agencies to act as a coordinator between compliance, Legal and Branch managers to ensure all local or Company Legal and Compliance requirements are met in due form and time.
  
  

Communications & Marketing Support

• Link with Marketing in London for local website updates (monthly/quarterly) and follow up this is done and all information is accurate, Marketing materials to be updated
• Link with Branch Manager and/or Distribution Manager on the preparation of internal / external events locally or any other branches (when applicable).
  
  

IT Support

• If required dependent on location, support the IT teams activities for local office and employee setup.
  
  

Other

• If required dependent on location liaise with Branch managers and HR to arrange mandatory and ad-hoc training for staff.
• Carry out additional duties as assigned.
  
  

Skills, Knowledge & Experience

• Excellent communication skills in English and local language where required.
• Excellent computer skills in Microsoft Office Suite including Word, Excel and Outlook.
• Good interpersonal and communication skills.
• Excellent attention to detail and organisational skills.
• Multitasking and time-management skills, with the ability to prioritise tasks.
• Collaborative and proactive.
• Appropriate knowledge of all relevant regulatory and legal requirements applicable to the position.
  
  

The Company

CNA Hardy is a leading specialist commercial insurance provider for clients within the Lloyd’s and company markets. We offer a highly specialised and comprehensive portfolio of innovative and market leading products. Coverage is available to businesses of all sizes for domestic, international and global exposures.