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Office Services Coordinator

Expired Job

Aspen Insurance Holdings Limited New York City , NY 10008

Posted 5 months ago


Position Summary

Individuals employed by Aspen Insurance who hold this position are responsible for successfully executing their responsibilities as they relate to the Operations Division which include but are not limited to:

  • Support and develop US Insurance operational reporting capabilities and qualitative management information as well as business representation of systems change management.

  • Manage local scheduling and real-time operations which facilitate the maximization of resources (human and automated) to achieve customer satisfaction, productivity, schedule adherence and economic goals.

Essential Functions


  • Assists in the maintenance of a fully operational, efficient and safe work environment, in compliance with all safety and OSHA regulations.

  • Liaise with service providers for general facility requirements. Manage daily work requests; maintain accurate record of work orders, invoices, and department files.

  • Troubleshoot and assist with workspace requests (i.e. temperature, lighting, furniture etc.).

  • Assist Facilities Manager with space planning, maintenance, relocations, coordination with vendors/caterers, and special projects.

  • Assist with employee adds moves and changes.

  • Receive, sort and distribute incoming mail, faxes, interoffice mail, newspapers, and packages, as well as all outbound mail and packages.

  • Retrieve and deliver mail to appropriate recipients.

  • Manage the relationships with UPS/FedEx and other carriers and ensure the office has the necessary packaging from each in stock.

  • Assist with conference rooms and visitor office bookings and ensure rooms are prepared for meetings/events and there are no conflict in meeting space and time. Provide assistance with equipment or set-up and breakdown as needed.

  • Ensure that common areas are equipped with office supplies as needed.

  • Manage ordering process for office supplies i.e. coffee, cups, napkins, medical supplies and maintain supply levels.

  • Ensure printer and copier areas are fully stocked with paper, staplers, paperclips, etc.

  • Keep all general work areas clean (kitchen, supply rooms, printer areas, etc.).

  • In the absence of receptionist, cover phone lines for breaks and lunch. Assist and greet visitors.


  • Process and send out Loss Runs.

  • Process and send out Premium Finance Notices.

  • Assist the Operations Team with special projects.

Non-essential Functions

  • Act in accordance with and be an advocate for the Aspen Spirit.

  • Participate and undertake applicable professional, technical and career development training (delivered internally and externally) to include attainment of associated qualifications where required.

  • Ensure company, market and client related documentation is issued (internally and externally) accurately and on time where applicable.

  • Comply with external and internal regulatory and statutory policies, procedures and regulations.

  • Operate as an effective team member by supporting colleagues and contributing in the delivery and achievement of overall team and business objectives.

  • Liaise with relevant and associated areas and groups within the business process to establish, support and maintain business relationships and organizational effectiveness.

  • Undertake any other duties of a similar nature that the company reasonably requests to be performed that are within the expertise and skills of the jobholder.

Education / Experience

  • High School diploma, Bachelor degree preferred.

  • 3-5 years' experience in facilities.

  • Ability to perform comfortably in a fast-paced, deadline-oriented work environment

  • Ability to work as a team member, as well as independently

  • Knowledge of property and casualty insurance a plus.

Skills (Minimum Requirements)

  • Light manual handling skills

  • Knowledge of MS Office (Word, Excel)

  • Organization skills and ability to multi-task.

  • Strong written and verbal communication skills.

  • Ability to interact with senior level executives and business professionals.

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Office Services Coordinator

Expired Job

Aspen Insurance Holdings Limited