Business Management Coordinator

Company:

Marsh

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.

Marsh (NYSE: MRSH) is a global leader in risk, reinsurance and capital, people and investments, and management consulting, advising clients in 130 countries. With annual revenue of over $27 billion and more than 95,000 colleagues, Marsh helps build the confidence to thrive through the power of perspective. For more information, visit marsh.com, or follow us on LinkedIn and X.

Marsh is committed to providing an inclusive work environment. We aim to attract and retain the best, most qualified people and value colleagues of all backgrounds, without regard to age, background, disability, ethnic origin, family duties, gender orientation or expression, marital status, nationality, parental status, personal or social status, political affiliation, race, religion and beliefs, sex/gender, sexual orientation or expression, skin color, or any other characteristic protected by applicable law.