Kennedys Looking for Office Manager at Ciudad de México, México Full Time

Kennedys help market-leading insurers and reinsurers manage claims, analyse and litigate coverage and related exposures, as well as provide an advisory role for related issues across all lines of business.

KEY RESPONSIBLITIES

OFFICE OPERATIONS

• Maintain office services by coordinating office operations and procedures, preparing payroll, controlling correspondence and filing systems
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, mange vendor relationships, and provide direct administrative support as needed
• Manage all aspects of space/infrastructure planning (moves, changes to workstations, etc) and provide answers, resources, and solutions when requested
• Supervise and monitor administrative staff activities to ensure the smooth running of the office
• Allocate task and assignments to Office Assistant and monitor/supervise performance
• Schedule meetings and appointments within the office as needed
• Participate actively in the planning and execution of company events
• Oversee adherence to office policies and procedures

IT, HR AND FINANCE SUPPORT

• Monitor and control Health and Safety issues in the offices to include workstation assessment. Ensure Health & Safety policies are up to date
• Coordinate with IT department on all office equipment and liaise with Global to ensure the office has the equipment required to operate in an efficient way
• Assist the organisation’s HR and Finance functions by keeping personnel records up to date, arranging interviews and supporting new hires or leavers, and also updating financial documents
• Manage office benefits including insurance policy renewals, savings fund, life insurance, amongst others
• Address employee queries regarding office management issues
• Undertake any specific training as and when required by the HR Department, supervisor or Partners of the firm
• Support Global initiatives that involve changes in systems or policies that serve IT, Finance, HR etc.
• Ensure efficient coordination with business services teams, Finance and Office Managers across the LatAm offices
• Support the office with IT queries in conjunction with the Kennedys IT team

Additional Responsibilities

• Take minutes and participate in all meetings as agreed
• Act as the point of contact for global business services teams to direct queries to and respond on behalf of Mexico
• Maintain the high standard of service offered to the firm’s existing clients and to assist in creating and developing the professional reputation of the office and firm
• Ensure confidentiality and security of all practice and client’s documentation and all information
• Responsibility for operational service provider agreements and contracts
• Keep management informed on a regular basis about business services initiatives and relevant information about day to day activities
• Work in line with the Firm’s Contribution Areas which are specific to role and level
• Maintain trust and confidentiality at all times