Hybrid Office Administrator (part time 3 days) chez CNA Hardy

Position Summary

This role will based in the Company’s Brussels Office. The role will work 50% hours over a 3 day week.

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.