Test Environment

Personal Assistant to Managing Director/Operations Administrator

Posted on - 25 February 2019

Employment Status    

Permanent

Location

Talbot Risk Services Pte Ltd - Australia

Business Unit

Underwriting

Position

Personal Assistant to Managing Director/Operations Administrator (cum Technical Assistant). To assist in the monitoring and updating of the renewal / expiring risk report.

Key Responsibilities:  

PA to Managing Director/Operations Administrator role

  • Organise and maintaining dairies; scheduling internal and external meetings
  • Manage all meeting room bookings and setting up conference calls 
  • Organise Company events e.g. strategy days, fundraisers, broker entertainment and team building activities 
  • Arrange travel and accommodation for all colleagues - Overseas and interstate trips
  • Minute taking for weekly underwriter meetings, quarterly business reviews and strategy days 
  • Monthly meeting with project manager in London to run through any ongoing system issues and improvement
  • Liaising with IT team in Singapore/London, resolving any IT issues
  • Marketing; liaising with the Marketing team in London, organise production of marketing materials e.g. brochures, notepads, company pens etc.
  • Organise external contractors
  • Sending all invoices (e.g phones, printer, insurance, rent etc) to our accounting team in Singapore
  • Reporting and expense reconciliation using internal system
  • Order stationary/printer supplies/business cards
  • Facilitate induction and on the job training for new starters 
  • Making sure all new starters have access to the correct systems and liaising with Lloyds to create an access pass
  • Liaising with IT team in Singapore/London, resolving any IT issues
  • General administration duties as and when required
  • Providing Technical Assistant support to underwriters when required  

Technical Assistant role

  • Providing TA support to underwriters when required  
  • To assist in the monitoring and updating of the renewal / expiring risk report
  • Responsible for all documentation to be scanned and indexed into the DMS system
  • Responsible for ensuring timeliness is met for all measured underwriting tasks (e.g. data quality review, peer review, written date, aggregate data entry, etc) for their classes of business.
  • To  enter  data  into  the  computer  system  in  accordance  with  agreed  guidelines,  e.g. endorsements, quotes, promise lines
  • To ensure the underwriting teams promptly address items received electronically (e.g.EBix, MMT, email inboxes, etc)
  • To ensure that underwriters resolve contract certainty queries / failures within a timely manner
  • Ensure consistent field use
  • Data Coordinator for allocated class(es) of business
  • Buddy for allocated Technical Assistant
  • Responsible for all internal and external queries as required
  • Responsible for reporting on administration performance for allocated class(es) including workflow and aggregates
  • To act in accordance with all regulatory standards and principals
  • Responsible for ensuring accuracy and the resolution of any grey areas, of data entry manuals or front sheets and escalating any issues
  • Responsible for carrying out and/or coordinating data quality reviews
  • Responsible for carrying out and/or coordinating data entry of endorsements
  • Proactive support of other Technical Assistants to allow for segregation of duties and holiday / sickness cover
  • Responsible for monitoring & chasing of all outstanding data
  • Act as an escalation point for the Premium management team
  • Attend and prepare necessary documentation for underwriting team meetings
  • Attend regular team meetings
  • Work  with  core  system  'super  users'  to  understand  current  and  future  system functionality
  • Ensure consistent field use across allocated class(es) and between buddies
  • Ensure both personal and allocated class(es) compliance with document retention policy
  • To build and maintain close working relationships with Brokers and Capita
  • To adhere to the internal binder approval process
  • To comply with the relevant procedures and data entry manuals
  • Responsible for the timely, accurate completion of all duties
  • To comply with the document retention/destruction policy

You will have experience in the following areas :

  • Experience at working both independently and in a team environment
  • Excellent communication skills with all levels of staff
  • Knowledge of the Lloyd's Market would be an advantage
  • Excellent IT Skills   

Equal Opportunities: We are committed to equality of opportunities for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief, marriage and civil partnerships. We will accommodate applicants' needs under the respective provincial human rights codes, national and international legal requirements throughout all stages of the recruitment and selection process. Please speak to Ann Goh to ensure your accessibility needs are accommodated throughout this process. Information received relating to these needs will be addressed confidentially.

Immigration: We abide by local immigration laws and will ensure that the successful candidate has the right to work in the appropriate country before confirming any job offer.  We will support the successful candidate's application to obtain the appropriate immigration clearance and until such time as this is received any offer will remain subject to immigration clearance.

Relocation:

Assistance with relocation is not available. 

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