Team Assistant - 12 mth FTC

Team Assistant / Risk Engineering Coordinator

Reporting to: Deputy Head of Risk Engineering

Position Type: 12mth Fixed Term Contract – Maternity cover

Location: City of London

About Tokio Marine HCC

Standing still is not an option in the current world of Insurance. TMHCC is one of the world’s leading Specialty Insurers. With deep expertise in our chosen lines of business, an unparalleled track record, and a solid balance sheet, TMHCC evaluates and manages risk like no one else in the industry. Looking beyond profit, empowering our people and delivering on our commitments are at the core of our customer values, alongside a desire to grow and provide creative and innovative solutions to our clients.

Job Purpose

Responsible for the coordination and administration of risk engineering related services within the TMHCC Japanese Business division.

Key Responsibilities

Risk Engineering Support

• Provide support for the Risk Engineering team in the UK and Europe.
• Assist the Head of Risk Engineering (HRE) and Deputy in establishing the survey list.
• Allocate survey requests to TMHCC Risk Engineers in conjunction with the HRE & Deputy.
• Distribute completed loss prevention reports to Underwriters (UWs), brokers, and customers.
• Allocate survey requests and coordinate Third-Party Risk Engineers with the HRE & Deputy, distributing completed reports and processing associated invoices.
• Generate reports detailing performance against Key Performance Indicators (KPIs) for the Risk Engineering team; complete follow-ups where reports indicate delays in the survey process.
• Act as the office point of contact for Risk Engineering, assisting Underwriting, Global Services, Business Development, and Claims departments as required.
• Develop and manage internal & client resources.
• Assist in maintaining the report writing platform and associated documentation.
• Maintain the department pages/sections on the intranet system (The Port).
• Manage risk improvement follow-ups, reporting, and updating on the report writing platform.
• Assist Underwriting in developing relevant departmental reports.
• Be the focal point for Japanese Business departmental reporting.

Administration

• Distribute risk engineering correspondence to team members.
• Manage content for internal resources to support field operations.
• Create and maintain electronic and paper filing systems.
• Prepare monthly and quarterly engineering activity and UW management reports and general departmental administration.
• Act as the point of contact for UWs, brokers, and Policyholders.
• Organize the preparation of risk improvement status report forms and the publication of survey reports, covering letters, and status reports to clients/brokers, as necessary.
• Discuss new survey requests with the HRE & Deputy and allocate them to the engineers as required.
• Provide administrative support for key client account meetings.
• Monitor Fire Protection and Fire Detection systems impairment notifications received via email for all accounts; pass these to the RE/UW concerned for review and necessary action. Respond to sites when requested by the RE with appropriate comments/questions and follow up as necessary.
• Store location information in the appropriate folders.
• Make appointments and arrange meetings on behalf of the Risk Engineering team as required.
• Assist with internal Risk Engineering training and presentations.
• Assist with organizing Risk Engineering Seminars and travel arrangements as required.

Information Technology

• In conjunction with IT, assist in maintaining the report writing platform (currently RE-Port) and liaise with the support team to correct system problems.
• In conjunction with IT, provide support for RE-Port.
• In conjunction with IT, provide RE-Port training to system users as required.
• Assist with user acceptance testing once RE-Port system upgrades have passed through the IT system testing process.
• Generate bespoke management & UW reports from RE-Port (SQL Reports) and the TMHCC reporting system as requested.
• Verify, assure, and correct the quality of data in the RE-Port system.
• Develop reports and data from RE-Port to help track risk improvements and UW requirements, etc.
• Help develop and maintain the Risk Engineering tools/spreadsheets.

Other Job Functions

• Handle special assignments and projects assigned by management.
• Champion company values and work in accordance with organizational behaviors.
• Be aware of and comply with relevant rules and regulations in relation to Financial Crime & Conduct.

Skills and Experience Specification

Essential

• Experience working in an administration / team assistant position.
• Excellent team coordination skills.
• Self-motivated and capable of working independently when needed.
• Demonstrated knowledge of Microsoft Office applications (advanced Excel).
• Experience managing processes, systems, and administrative responsibilities, including relevant liaison with key stakeholders, preferably within an insurance company or similar organization.
• Knowledge of SQL Report Services is desirable but not essential.
• Knowledge of underwriting tools (e.g., Eclipse, Power BI) is preferred but not essential.

Additional Skills

• Self-motivated, enthusiastic, and innovative.
• High level of accuracy and attention to detail.
• Deadline and results focused.
• Ability to work under pressure.
• Good time management and planning skills.
• Excellent Team Player.
• Excellent Communication skills.
• Analytical mindset.
• Willingness to work with other branches in Europe.

What We Offer

The Tokio Marine HCC Group of Companies offers a competitive salary and employee benefit package. We are a successful, dynamic organization experiencing rapid growth and are seeking energetic and confident individuals to join our team of professionals.

The Tokio Marine HCC Group of companies is an equal opportunity employer. Please visit www.tmhcc.com for more information about our companies.