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 servicesProvide 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 providersEnsure buildings and infrastructure are maintained to the highest standards of safety, functionality, and presentationManage regular site audits and risk assessments, and implement corrective actions as neededSupport facilities projects, including refurbishments, office moves, and capital worksDemonstrate 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 servicesOversee the management of locker access, access cards and guest Wi‑Fi access for guests, as well as visitor access codes for guest parking entryManage 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 servicesOversee 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‑effectivenessManage relationships with landlords’ property/facility operation teamCoordinate 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 MEAIdentify and implement cost‑saving initiatives without compromising service quality

Data, Reporting & Insights

Manage staff access data on a regular basis for statistical and planning purposesUse 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 ManagerConduct 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 practicesCollaborate with regional RES team membersReporting to regional and global RES on security matters, leasing agreements, and general expenditure

Sustainability & Non‑Financial Reporting

Responsible for own operations environmental sustainability targetsCompletion of non‑financial sustainability reporting (Sphera) to MRM

Your Profile

4 to 5 years working experience in office / facilities related fieldExperience in Facilities Management, Events Management, or a related field preferred or experience in corporate real estate and services within a corporate environmentSelf-starter with strong initiative, leadership and team collaboration skillsKnowledge of health and safety, security regulations and building compliance standardsExperience managing budgets and delivering cost-effective solutionsExperience with event coordination and supportSkilled in vendor managementExcellent organisational, communication, and problem-solving abilitiesExperience with customer experience initiativesProficient in MS 365 applications of Word, Excel, PowerPoint, SharePoint and MS Teams; Power BI skills would be an advantageStrong administrative skills and attention to detailProven ability to navigate ambiguity and uncertainty, and use professional judgementExperience in a regulated or critical environment (e.g., insurance, legal, finance) is a plus

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.