Job ID: 4338

Entity: AXA XL

Workplace Executive

Singapore

The primary purpose of this role is to manage and co-ordinate the office and to provide a high level of administrative support to Country and Regional Management Team. Responsibilities include identifying and preventing problems or issues which arise and resolve on own initiative or forward through to appropriate person for action. With an emphasis on project management, the role requires management of a variety of small- to medium-sized projects inclusive of office fit out and refurbishments. Providing administrative and reception support. In this role, the incumbent is the delegated Physical Security /Safety And Health Correspondent for Singapore.

What you’ll be DOING

What will your essential responsibilities include?

Office Administration

• Reporting to the Operations Lead to ensure efficient and effective running of the Singapore office.
• Negotiate and maintain contracts and service agreements renewals (Inc. Lease agreements) and act as point of contact with building management. Disseminate circulars/information/notice to all staff as and when necessary.
• Periodic reviews of third parties to ensure service level, price competitiveness and effectiveness is of a desirable level.
• Manage full spectrum of office facilities and safety, office risk assessment, fire drills, scheduled office building shutdowns, etc.
• Maintain and manage issuance of staff passes and responsible for overall security.
• Main point of contact for office related and administration enquiries. Requires maintaining effective communications for all external and internal customers at all levels.
• Quarterly environmental reports for Singapore Office.
• Maintain and manage duties as the Physical Security/Safety and Heath Correspondent for offices. Specifics duties listed below.
  
  

Front Office

• Supervise and manage the Reception/ Pantry support team.
• Provide Reception back-up support: welcome and host guests, take and direct telephone calls, manage multiple inboxes, etc.
  
  

Management and Events Support

• Provide support to the Management team – travel arrangements, claim submissions
• Provide support for smooth execution of internal and external corporate events, including conferences and client/broker events in collaboration with Marketing and Communications.
  
  

Physical Security/Safety and Health Correspondent Duties

• Ensure that the AXA XL Physical Security and Health and Safety policies are implemented across the colleagues in Singapore.
• Act as the principal point of contact for organisational AXA XL Physical Security and health and safety matters as required.
• Manage and solve hazards, potential incidents as well as issues raised by colleagues during regular maintenance walks around the premises with relevant parties. Report near misses and incidents .
• Ensure the regular upkeep of the First Aid and Fire Marshall register and arrange training as necessary.
• Regularly update any information on Health and Safety, First Aid and Fire Safety that is available to the business, and any changes in legislation likely to affect working practices.
• Produce or update mandatory documents annually with the support of the Physical Security and Safety Teams and provide evidence if required
• Ensure with local HR that new joiners undertake an adequate physical security and safety awareness training related to site security and safety.
• Attend dedicated trainings and regular calls/meetings organised by Physical Security and Safety Team.
• Join and assist the Incident Management Team (IMT), including completing regular systems checks, annual training and managing any real-world incidents that may arise.
  
  

You will report to the Operations Lead, ASIA.

What you will BRING

We’re looking for someone who has these abilities and skills:

•  Able to communicate effectively with internal and external stakeholders at all levels of sophistication.
•  Ability to work in a fast-paced environment and efficiently juggle numerous concurrent responsibilities.
•  Develop and maintain productive working relationships with internal and external stakeholders.
•  Possess technical knowledge and skills inclusive to all products.
•  Possess analytical and problem-solving skills.
•  Organisational, time-management and multi-tasking skills combined with work ethic.
•  Capable of identifying root cause issues and correcting said issues to drive continuous improvement and process efficiency.
•  Ability to respond to a changing environment with flexibility and innovation.
•  Ability to understand business process, strategy and planning.
•  Customer service and negotiation skills.
•  Knowledge of functionality of systems.
•  Ability to work in accordance with AXA XL Core Values and Culture

Qualification: Minimum ‘O’ Level and above

Experience: Minimum 4 years’ working experience in front-desk & office environment

Who WE are

AXA XL, the P&C and specialty risk division of AXA, is known for solving complex risks. For mid-sized companies, multinationals and even some inspirational individuals we don’t just provide re/insurance, we reinvent it.

How? By combining a comprehensive and efficient capital platform, data-driven insights, leading technology, and the best talent in an agile and inclusive workspace, empowered to deliver top client service across all our lines of business − property, casualty, professional, financial lines and specialty.

With an innovative and flexible approach to risk solutions, we partner with those who move the world forward.

Learn more at axaxl.com

What we OFFER

Inclusion

AXA XL is committed to equal employment opportunity and will consider applicants regardless of gender, sexual orientation, age, ethnicity and origins, marital status, religion, disability, or any other protected characteristic.   At AXA XL, we know that an inclusive culture and enables business growth and is critical to our success. That’s why we have made a strategic commitment to attract, develop, advance and retain the most inclusive workforce possible, and create a culture where everyone can bring their full selves to work and reach their highest potential. It’s about helping one another — and our business — to move forward and succeed.

• Five Business Resource Groups focused on gender, LGBTQ+, ethnicity and origins, disability and inclusion with 20 Chapters around the globe.
• Robust support for Flexible Working Arrangements
• Enhanced family-friendly leave benefits
• Named to the Diversity Best Practices Index
• Signatory to the UK Women in Finance Charter

Learn more at axaxl.com/about-us/inclusion-and-diversity.  AXA XL is an Equal Opportunity Employer.

Total Rewards

AXA XL’s Reward program is designed to take care of what matters most to you, covering the full picture of your health, wellbeing, lifestyle and financial security. It provides competitive compensation and personalized, inclusive benefits that evolve as you do.

We’re committed to rewarding your contribution for the long term, so you can be your best self today and look forward to the future with confidence.

Sustainability

At AXA XL, Sustainability is integral to our business strategy. In an ever-changing world, AXA XL protects what matters most for our clients and communities. We know that sustainability is at the root of a more resilient future. Our 2023-26 Sustainability strategy, called “Roots of resilience”, focuses on protecting natural ecosystems, addressing climate change, and embedding sustainable practices across our operations.

Our Pillars:

• Valuing nature: How we impact nature affects how nature impacts us. Resilient ecosystems - the foundation of a sustainable planet and society – are essential to our future. We’re committed to protecting and restoring nature – from mangrove forests to the bees in our backyard – by increasing biodiversity awareness and inspiring clients and colleagues to put nature at the heart of their plans.
• Addressing climate change: The effects of a changing climate are far-reaching and significant. Unpredictable weather, increasing temperatures, and rising sea levels cause both social inequalities and environmental disruption. We're building a net zero strategy, developing insurance products and services, and mobilizing to advance thought leadership and investment in societal-led solutions.
• Integrating ESG: All companies have a role to play in building a more resilient future. Incorporating ESG considerations into our internal processes and practices builds resilience from the roots of our business. We’re training our colleagues, engaging our external partners, and evolving our sustainability governance and reporting.
• AXA Hearts in Action:  We have established volunteering and charitable giving programs to help colleagues support causes that matter most to them, known as AXA XL’s “Hearts in Action” programs. These include our Matching Gifts program, Volunteering Leave, and our annual volunteering day – the Global Day of Giving.

For more information, please see axaxl.com/sustainability.