Office Admin & Safety Coordinator

Office Admin & Safety Coordinator

Tokio Marine has been conducting business in the U.S. market for over a century and we are licensed in all states, Puerto Rico and the District of Columbia, and write all major lines of Commercial Property and Casualty Insurance. We provide unique insurance and risk management tools from our experienced staff of account executives, underwriters and loss prevention engineers and fair and timely claim settlement from a skilled team of claim professionals.

We work with major brokers and leading independent insurance agents throughout the United States to serve the world's largest and most distinguished organizations.

We are committed to creating value for our customers by providing ANSHIN (safety, security and peace of mind). We strive to be creative and passionate as we work towards our long-term success. Tokio Marine Holdings is Japan's oldest, and one of the largest property and casualty insurers. Founded in 1879, TMNF operates worldwide in 47 countries. With annual revenues of approximately $50 billion and an A.M. Best rating of A++, one of the highest in the industry, we are one of the top 20 insurance providers worldwide.

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.

Essential Job Functions

• Front Desk Support
• Answers, screens and redirects incoming telephone calls promptly and courteously. May use TMA systems (e.g., Guidewire and TED) to research and further assist and direct callers to appropriate claims or underwriting team members.
• 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.

• Safety & Workplace Support
• 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

• Backup Facilities Operations Support
• 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.

• Backup Mail Services Coordination
• 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
• Requires daily visits to post office for special handling mailing items

• Employee Service & Communication
• Respond to employee inquiries related to mail, packages, workspace, and facilities services
• Provide courteous, timely support with a strong internal customer service focus
• Escalate…