About the Company

Cover Genius is a Series E insurtech that protects the global customers of the world’s largest digital companies including Booking Holdings, owner of Priceline, Kayak and Booking.com, Intuit, Uber, Hopper, Ryanair, Turkish Airlines, Descartes ShipRush, Zip and SeatGeek. We’re also available at Amazon, Flipkart, eBay, Wayfair and SE Asia’s largest company, Shopee. Our partners integrate with XCover, our award-winning insurance distribution platform, to embed protection for millions of customers worldwide each year.

Our team and products have been recognized with dozens of awards including by the Financial Times which ranked Cover Genius as the #1 fastest-growing company in APAC in 2020. Our diverse team across 20+ countries and many language groups commit itself to diverse cultural programs, in particular “CG Gives” which makes social entrepreneurs out of us all and funds development initiatives in global communities.

Our People are Bold, Authentic, Purposeful and Inspired  

Our People are not Perfect, Traditional, Complacent or Cautious 

About the Role

A Workplace Operations Specialist brings our purpose to life by working at the very heart of our business as innovators across all administration and service areas relating to our offices. As part of the Workplace Operations Team you will be responsible for overseeing daily office operations, managing facilities, coordinating workplace services, and ensuring a seamless employee experience. You will collaborate with cross-functional teams to optimize processes, maintain a safe and welcoming work environment, and support company culture.

To drive success in this role, you will have strong organizational skills, excellent interpersonal skills, basic knowledge on operating AV systems and other applications required, proactive, collaborative and a team player. 

As the Workplace Operations specialist,  you will:

• Build and maintain relationships with your stakeholders

• Manage workplace day to day operations and service offerings

• Manage vendors and build relationship

• Manage workplace operations budget for your location

From managing day-to-day facility operations to ensuring other initiatives are in place, your work will shape how our offices feel and function. Whether it’s streamlining processes, supporting workplace safety, ensuring compliance or championing a seamless workplace experience, your impact will be felt in our hubs.  Regular collaboration with other team members and Leadership Team in the office/hubs  will be key in ensuring our work environments are safe, compliant, and conducive to productivity, reflecting our culture and commitment to excellence are achieved.

Key Responsibilities

• Workplace Administration

  • Maintaining workplace organization and its layout

  • Management of office and kitchen supplies including asset inventory

  • Management and recording of incoming and outgoing mails

  • Provision of general administrative functions to support the smooth running of the office.

  • Serve as the main point of contact for any workplace-related issues and address employee concerns promptly.

  • Organize lunches, catering and internal events

  • Facilitates office tours and orientations and issuance of equipment and other employee needs as part of new employee onboarding process

  • Arrange collection of equipment and deactivation of access as part of employee offboarding process

  • Monitor and manage the office operational budget, ensuring cost-effective solutions for supplies, utilities, and other office needs.

• Facility Management

  • Meeting room management and bookings including set up and support

  • Workplace cleanliness and maintenance

  • Management and maintenance of security and access control

  • Establishing good working relationships with building management and vendors

• Work Health and Safety

  • Ensuring that the workplace is compliant with the safety standards

  • Establishment of health protocols as needed and promote wellness initiatives

• Social Responsibility

  • Schedule collection of recyclable materials from Sydney Office

  • Provide assistance in any sustainability initiatives

  • Provide assistance in any CG Gives including research, charitable events or anything related to charitable initiatives

• Event Management

  • Assist in securing event venues, catering and decorations

  • Assist in booking team bonding activities 

  • Assist in event planning and execution

• Perform other duties that are relevant to the role such as identifying process improvements

Skills & Experience

What you will bring

• Proven experience in office management, facilities management, or other related workplace operations roles for at least 4 years.

• Bachelor's degree in a relevant field

• Experience managing multiple priorities and delivering work quickly and to a high standard

• Adaptability and the ability to think quickly to reach a solution (things don’t always go to plan)

• Experience with working with people from different cultures with excellent  communication skills and a collaborative mindset.

• Detailed oriented, flexible and think out of the box

• Knowledge of health, safety, and security protocols within the workplace.

• Ability to negotiate with vendors and manage budgets effectively.