Business Management Coordinator

Company:

Description:

Marsh Re is seeking candidates for the following position based in the Singapore office:

Business Management Coordinator

We will count on you to:

• Manage calendars, schedule and coordinate meetings, respond to meeting requests, book meeting rooms, arrange meeting logistics, and issue calendar invitations.
• Support local and regional meetings, seminars, client events, conferences, video calls, catering, visitor arrangements, and other related logistics.
• Coordinate with reception and facilities teams to support large-scale events, such as town halls, ensuring that room setup, logistics, and on-site arrangements are properly managed.
• Arrange domestic and international business travels, including flight and hotel quotations and bookings, itineraries, travel authorization forms, visa applications, airport transfers, accommodation, and travel documentation.
• Monitor travel requirements and proactively anticipate changes, urgent bookings, itinerary amendments, and other traveler needs.
• Complete traveler forms and obtain approval for travel exceeding the applicable approval threshold.
• Process and follow up on expenses, Oracle iExpense submissions, Amex statements, medical claims, procurement requests, and related approvals.
• Respond to employee queries regarding expenses, procurement, travel, claims, and other administrative matters.
• Prepare weekly reminders and follow up with relevant teams to ensure timely payment and approval of expenses and procurement requests.
• Process iProcurement requests for stationery, business cards, flowers, transportation, school-related services, and other business needs.
• Complete administrative processes accurately and in accordance with established procedures, even when records and supporting documents are maintained electronically.
• Take personal responsibility for learning and performing recurring administrative tasks, including iProcurement transactions requiring accurate category, cost center, account, and other coding details.
• Maintain clear electronic records, process notes, and reference guides for tasks that are performed infrequently, so that procedures can be followed independently when the need arises
• Maintain adequate inventories of office supplies, letterheads, keyboard sets, stationery, snacks/refreshments, and other workplace materials.
• Coordinate the ordering of business cards, flowers, wreaths, snacks, stationery, keyboard sets, baby hampers, and other items as required.
• Manage staff office locker allocation and updates, including arrangements for new and departing employees.
• Maintain accurate administrative records, files, shared-drive documents, Legal and Compliance documentation, and other business records.
• Coordinate Legal and Compliance training and maintain related documentation.
• Provide general office administration, including mail distribution, courier arrangements, document preparation, photocopying, printing, binding, office equipment coordination, and facilities or service-desk follow-up.
• Receive and greet clients and visitors, relay messages, and provide professional front-office support, including coordinating with reception and building management to facilitate visitors’ access to the office.
• Prepare correspondence, reports, presentation materials, visitor lists, and other administrative documents.
• Provide day-to-day administrative support and respond to ad hoc requests from Treaty Broking, Fac Broking, APAC, CSS, GAA, Specialty, Legal and Compliance, senior management, and other internal stakeholders.
• Support client-related activities by anticipating requirements, coordinating details in advance, and ensuring that all arrangements are professional, timely, and seamless.
• Maintain clear communication and effective coordination across administrators, including leave planning and duty coverage, to ensure continuity of service.
• Ensure urgent and time-sensitive matters are addressed before the end of each working day and provide appropriate handover where follow-up is required.

What you need to have:

• Take ownership of assigned tasks from initiation through completion.
• Be proactive in identifying requirements, risks, deadlines, and potential issues before they arise.
• Be resourceful in finding practical solutions and using available resources effectively.
• Anticipate the needs of internal stakeholders, senior management, travelers, visitors, and clients.
• Demonstrate accuracy, confidentiality, reliability, responsiveness, and sound judgment.
• Maintain a high standard of service, especially when supporting client-facing work, business-critical travel, meetings, and events.
• Work collaboratively with other administrators and ensure appropriate coverage during leave or absence.
• Handle all confidential, sensitive, and proprietary information encountered in the course of work with the highest level of discretion.
• Do not disclose, discuss, copy, or share such information with unauthorized individuals, whether inside or outside the organization.
• Maintain confidentiality at all times, including after the information is no longer required for work purposes or after leaving the organization.
• Follow all applicable company policies and procedures relating to information security, privacy, and records management.

Why join our team:

• We help you be your best through professional development opportunities, interesting work and supportive leaders.
• We foster a vibrant and inclusive culture where you can work with talented colleagues to create new solutions and have impact for colleagues, clients and communities.
• Our scale enables us to provide a range of career opportunities, as well as benefits and rewards to enhance your well-being.