Principal Facilities Operations Assistant

Real Estate & Services (RES) division is responsible for Munich Re's Corporate real estate portfolio, Capex Projects and Office operation and maintenance services. These includes real estate contract and leasing, facilities management, security measures, front desk services, Non-IT company asset management, transport services and general staff services, with the aim of supporting the business in the pursuit of achieving its goals and growth ambitions.

You will be responsible for the overall operation of facilities and services in our Sydney office within Munich Re APAC MEA portfolio. You will ensures the effective delivery of hard and soft services to support business operations. Your role will involve managing budgets, supervising and collaborating with facilities teams (both internal and external), including interacting and managing internal stakeholders.

Your Role

Facilities Operations

• Responsible for day-to-day facilities operations, including but not limited to maintenance, cleaning, security, space planning, office food & beverage services
• Provide hospitality support for internal meetings and events when required. The Exec Assistance retains ownership and accountability for planning, supplier engagement and catering orders. If needed, RES will act as an additional resource to assist with preparations on the day.
• Oversee minor repairs and faults both building and mechanical (using external vendors)
• Manage preventative maintenance bookings and arrangements with service providers
• Ensure buildings and infrastructure are maintained to the highest standards of safety, functionality, and presentation
• Manage regular site audits and risk assessments, and implement corrective actions as needed
• Support facilities projects, including refurbishments, office moves, and capital works
• Demonstrate strong due diligence in reviewing facilities operations, maintenance practices, and vendor performance to ensure compliance and efficiency

Front of House & Access Management

• Responsible for the smooth operation of Reception / Front of House Meeting room management including concierge, mail and courier services
• Oversee the management of locker access, access cards and guest Wi-Fi access for guests, as well as visitor access codes for guest parking entry
• Manage RES related complaints/requests; monitor meeting room bookings

Space, Occupancy & Event Support

• Manage space planning (embedded in facilities operations)
• Assist in coordinating catering requests (to be managed by respective team EA)

Staff Services & Office Supplies

• Oversee staff services including Stationery, office refreshment and all office supplies

Records & Administrative Services

• Responsible for off-site record management and document disposal services
• Oversee the capture and keep records for tracking all relevant office services activities (facility tickets) from start to completion

Vendor & Landlord Management

• Manage relationships with external service providers, ensuring contract compliance, service quality, and cost-effectiveness
• Manage relationships with landlords' property/facility operation team
• Coordinate and collaborate with other shared/enabling service divisions to ensure business needs are met

Budgeting & Cost Optimization

• Develop, monitor, and manage regional facilities and services budgets in conjunction with the Head of RES, APAC MEA
• Identify and implement cost-saving initiatives without compromising service quality

Data, Reporting & Insights

• Manage staff access data on a regular basis for statistical and planning purposes
• Use data analysis and trend evaluation to support informed decision-making and present strategic recommendations

Business Continuity & Risk

• Business continuity management - oversee framework and plans in conjunction with the Business Continuity Manager
• Conduct regular site audits and risk assessments, and implement corrective actions as needed (cross-referenced with Facilities Operations)
• Support Corporate Security as Local Security Contact (LSC)

Governance & Global Alignment (Munich Re RES)

• Alignment of practices to Munich Re Global Real Estate and Services (RES) standards, requirements and best practices
• Reporting to regional and global RES on security matters, leasing agreements, and general expenditure

Sustainability & Non - Financial Reporting

• Responsible for own operations environmental sustainability targets
• Completion of non-financial sustainability reporting (Sphera) to MRM

Your Profile

• Experience in Facilities Management, Events Management, or a related field preferred or experience in corporate real estate and services within a corporate environment
• Self-starter with strong initiative, leadership and team collaboration skills
• Knowledge of health and safety, security regulations and building compliance standards
• Experience managing budgets and delivering cost-effective solutions
• Experience with event coordination and support
• Skilled in vendor management
• Excellent organisational, communication, and problem-solving abilities
• Experience with customer experience initiatives
• Proficient in MS 365 applications of Word, Excel, PowerPoint, SharePoint and MS Teams; Power BI skills would be an advantage
• Strong administrative skills and attention to detail
• Proven ability to navigate ambiguity and uncertainty, and use professional judgement
• Experience in a regulated or critical environment (e.g., insurance, legal, finance) is a plus
• Direct or indirect leadership experience

At Munich Re, we embrace, and value, the interaction of diverse backgrounds, experiences, perspectives and thought. This interaction is our foundation. Of our open culture and spirit of partnership. Of how our teams are built and cultivated. Of how we are supported and developed. And at the center of this interaction is each of us.