Tokio Marine HCC (TMHCC) is a leading specialty insurance group with offices in the United States, the United Kingdom, Europe, Ireland, and other exciting locations. With the strength and stability that comes from being a member of the Tokio Marine group, and more than forty years of growth, profitability, and stability, we offer important insurance products that most people don't even know exist. Just as we invest in our company, we invest in our employees' careers. We provide our employees a collaborative and rewarding environment within which to gain the knowledge, skills, and experience that lead to a rewarding career. Our products allow our customers to take on opportunity with confidence. In turn, our competitive salaries,
attractive benefits, and potential for career growth allow you to take on opportunity with confidence.
Main Responsibilities Manage the switchboard and filter phone calls
Manage incoming and outgoing mail
Distribute mail
Announce and assist visitors
Assist organization of meeting rooms for special events
Book restaurants, catering or taxis for special work events upon request
Coordinate fluent invoicing information between finance and office coordinator
Manage relations with our office suppliers regarding stock control, orders, follow up of deliveries, organization and distribution of merchandises, as well as invoicing follow up
Assist Office Coordinator on admin part of ongoing projects
Assist other departments upon request
Organize summer happy hour events and other possible bank holidays small events
Manage subscription renewals, cancelations, relation with customer service for employee accesses and communication with subscription users
Keep Office Box updated
Keep Office manual updated
Keep The Port Facilities page updated (Employee lists, useful links)
Keep office material list updated
Keep control of visitors, office events in general, news, calendar, OOO employees
Keep reception tidy
Make sure Front desk is welcoming for both employees and visitors
Keep stationary file cabinets full, organized, and easy to use
Keep kitchen, meeting rooms, and office in general tidy with its corresponding supply
Help checking kitchen supplies to ease orders
Coordinate cleaning company's extra help upon needs
Help control our storage room is organized and categorized by department
Requirements Fluent in English and Spanish, knowledge of any other language would be an asset
High degree of proficiency with MS Office (Word, Excel) and Internet
Profile Able to cope with a very dynamic and demanding environment, able to meet deadlines
Good presentation and service minded
Good sense of humour
Good organization skills and paying attention to details
Stress resistant
Team spirit
Flexible and open minded
Proactive/can do attitude
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