Front Desk and Office Services Assistant - Munich RE Canada - Toronto, ON

Position Overview:

Reporting to the Director, Human Resources and Office Services, the Front Desk and Office Services Assistant will be responsible for efficient management of the Munich Re Canada Life front desk and office services portfolio of services, including security, facilities management, conference center management, office space planning, Accounts Payable, and library management.

This role calls for a skilled administrator with presence, superb communication and customer services skills, keen attention to detail and the ability to learn quickly in a fast-paced environment. The candidate will have efficient time management skills, effective prioritization and experience with competing deadlines. He/she can take initiative, and consistently seek out opportunities to add value with minimal supervision.

Responsibilities:

Reception

• Act as a key point of entry to the organization; receive, welcome, book and refer visitors to the relevant individual or department. Provide professional, friendly and service oriented support to guests and staff.
  


• Maintain reception area in a tidy and confidentially secure condition.
  


• Maintain records of all meetings, activities, and events.
  

General Administration

• Assist with Human Resources functions such as the preparation for the arrival of all new employees and ongoing support in the day-to-day needs of employees, as they arise.
  


• Manage study material distribution, retrieval, purchases and processes Training & Development invoices and expenses.
  


• Serve as a Health and Safety representative for Munich Re, Life.
  


• Maintain all documentation pertaining to telephone listings, corporate iPhone devices, emergency procedures and HR & Office Services Business Continuity requirements.
  

Management of Office Services, Facilities & Conference Center

• Provide proactive and responsive support in the day-to-day maintenance and upkeep of the company facilities to ensure an attractive environment for all visitors and a clean, safe and pleasant work environment for all employees.
  


• Manage Munich Re’s state of the art conference center by acting as central point for contact for all bookings and management of premises.
  


• Oversee the management of security passes for the organization.
  


• Manage the office floor plans and seating arrangements for all MLMC floors and executes staff moves in a quick and efficient manner.
  


• Select caterers for company events and establish and maintain positive relationships.
  


• Promptly address all approved needs and requests for furniture repairs, additional furniture and/or fixtures. Arrange deliveries of furniture, equipment and maintenance services with minimal disruption to staff and work.
  


• Schedule back up of all Office Service functions when employees are away from the office to ensure proper coverage and ensure staff are trained for temporary coverage.
  


• Work closely and cooperate with the Office Services Administrator to provide outstanding service to employees’ needs with respect to their work environment and office services.
  

Accounts Payable Administration

• Ensure all correct approval and account allocation on invoices for the Accounting Department.
  


• Keep an accurate record of purchases related to Office Services & Facilities for the purposes of monitoring budgets.
  


• Monitor Blackberry and related expenses and make recommendations for improvements to achieve cost efficiencies.
  

Qualifications:

First and foremost, the successful candidate will demonstrate a natural desire to provide exceptional client service through his/her energy, enthusiasm and initiative.

In addition, we are looking for the following qualifications:

• Previous experience in a similar role with exposure to facilities or office management in a professional office environment, within financial industry preferred.
  


• Previous experience with switchboards/consoles.
  


• Strong client service orientation with a high-degree of professionalism.
  


• Detail oriented with ability to work well under pressure and meet deadlines.
  


• Ability to work independently while working as part of a team.
  


• Excellent communication skills, both verbal and written, as well as interpersonal skills.
  


• Strong organization skills with ability to manage priorities and workload within general schedule of work.
  


• Strong computer skills and proficient Microsoft Office products (PowerPoint, Word and Excel). Knowledge of CAD an asset.
  


• Demonstrated initiative, tact and discretion.
  


• Post-secondary education required.
  

We shape the future by offering employees the competitive framework to realize their personal and professional potential; if you are driven to take your career to the next level, it’s time to join Munich Re.