Office Admin & Safety Coordinator

Tokio Marine Group•Pasadena, CA

4d•Onsite

About The Position

The Office Admin & Safety Coordinator supports the day‑to‑day operation of front desk support, mail services and office facilities to ensure a safe, efficient, and well‑organized workplace. This role is required to be on-site 5 days per week. The Office Admin & Safety Coordinator plays an important role in maintaining service quality, safety standards, and operational continuity within the Pasadena office.

Requirements

Bachelor’s degree preferred
1–3 years of experience in an office, facilities or warehouse environment, preferably within the insurance industry
Prior experience in a safety role preferred
Ability to lift/move objects up to 30 lbs., and ability to use hand tools and equipment as required.
Excellent written and verbal communication skills
MS Office experience using Word, Excel and Outlook

Responsibilities

Answers, screens and redirects incoming telephone calls promptly and courteously.
Provides exceptional customer service through greeting, welcoming and directing all visitors upon arrival in a prompt and courteous fashion.
Upholds office security by adhering to established safety protocols and managing access through the reception desk, including monitoring and maintaining the visitor log.
Ensures a secure and orderly reception area in accordance with all procedures, policies, and regulations.
Reviews invoices for accuracy and input data into Concur invoicing system for processing.
In coordination with BCM, TMNAS Administration and Admin Supervisor, coordinates and facilitates quarterly safety meetings with Pasadena floor wardens: which includes preparing agendas, documenting meeting minutes, assigning action items as needed, and tracks follow-up.
Regularly reviews safety protocols and acts as Safety Champion for the office.
Assist with emergency preparedness activities (e.g., drills, signage, supply checks)
Report incidents, hazards, or unusual conditions promptly
Timely updates fire drill roster.
Follow and reinforce workplace safety, security, and emergency procedures
Assist with daily facilities needs, including office services, supply management, and common area upkeep
Coordinate access for vendors, contractors, and service providers
Support office setups, workstation moves, onboarding/offboarding logistics, and conference room readiness
Conduct routine walkthroughs to identify facilities or safety issues and escalate as needed
Requests building/parking access cards parking vendors' automated system in Admin Supervisor’s absence.
Receive, sort, distribute, and process incoming and outgoing mail, packages, and courier deliveries
Prepare outgoing mail, including certified, overnight, and bulk shipments, in accordance with established procedures
Operate and maintain mailroom equipment (e.g., postage meters, scanners, tracking tools)
Ensure secure handling of confidential and sensitive materials
Respond to employee inquiries related to mail, packages, workspace, and facilities services
Provide courteous, timely support with a strong internal customer service focus
Escalate non‑routine issues to appropriate leadership or vendors