Your new company

Your new company is an insurance company based in Dublin 9. They specialise in non-life insurance, including motor, professional indemnity, employer’s liability, and public liability insurance. They are known for their strong governance and risk management systems. The company is committed to maintaining high standards in its operation. This role is a great opportunity to work for a reputable company with a broad international presence and a commitment to excellence in the insurance industry.

Your new role

The role is responsible for providing support to ensure office administration and facilities services are provided effectively and on a consistent basis to minimise any risks to business-as-usual operations.

• Open, scan and distribute office post. Book and log couriers as and when required.
• Welcome visitors and contractors into the office and organise refreshments and catering for meetings if required.
• Responsibility for the monitoring and ordering of office supplies in respect of stationery, kitchen, bathroom and first aid stock.
• Liaise with the UK team and travel company to book business travel for the local team.
• Provide assistance to the Company Secretary with the preparation of presentations and completion of minutes for internal meetings, such as monthly Executive Committee and quarterly Board meetings.
• Provide assistance to the Head of Compliance – Ireland with general compliance tasks including customer due diligence checks, monitoring checks and maintaining compliance logs.
• Provide assistance to the Finance team, such as setting up suppliers & recording of invoices in accounts payable ledger.
• Provide general office administrative support to the other functions, including the CEO, Claims, Risk and Actuarial teams.
• Supporting the onboarding and exiting process for joiners and leavers, supporting HR, IT & Facilities.
• Sustainability: helping and maintaining our goals and legislative requirements as part of the team responsibilities. Quarterly collate and share office data with the Group Facilities team in respect of office data in respect of electricity / heat and paper usage etc.
• Health & Safety: be the office First Aider, Fire Marshall and Health & Safety Representative. Training will be organised for these roles.
• Sports & Social: be the sports and social point of contact in respect of any group events and organising any local office social events.
• Weekly tours of the office include completing facility checklists relating to the overall condition of the premises, furniture and equipment to ensure the office is well maintained and is a safe working environment for all employees. Report any deficiencies to the Group Facilities team.
• Liaise with contractors as the point of contact and highlight any issues to the Group Facilities team.
• Liaise with the office management company when needed and share dates of fire drills with Group Facilities.
• Provide support for any new office related projects, i.e., office works and other changes as required.
• Coordination of document offsite storage, including management of inventory.
• Have an awareness of Treating Customers Fairly (“TCF”) and Conduct Risk strategies.
• Have an awareness of Data Protection legislation, including the Irish Data Protection Act 2018 and the General Data Protection Regulations (“GDPR”).

What you'll need to succeed

• 2+ years Office Administration Experience (preferably gained in insurance or financial services sector)

• Proficiency in Microsoft Office Outlook/Word/Excel (intermediate level).

• Excellent administration skills, efficiency, discreet and an ability to multitask.

• Awareness of reporting deadlines.

• Keen attention to detail.

• Enthusiastic and committed to doing the best job possible.

• Demonstrate an aptitude for teamwork.

• The ability to build and maintain good relationships with colleagues and contractors.

What you'll get in return

• Pension Scheme

• Medical Insurance

• Pension Contribution

• Dental Plan

• Travel Insurance

• Cycle to work scheme

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.