Office Admin & Safety Coordinator

Tokio Marine has been conducting business in the U.S. market for over a century and is licensed in all states, Puerto Rico, and the District of Columbia. We write all major lines of Commercial Property and Casualty Insurance, providing unique insurance and risk management tools through experienced account executives, underwriters, loss prevention engineers, and a skilled claims team. We partner with major brokers and leading independent insurance agents across the United States to serve the world’s largest and most distinguished organizations. Tokio Marine Holdings, Japan’s oldest property and casualty insurer, operates in 47 countries with annual revenues of approximately $50 billion and an A.M. Best rating of A++.

About the role

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 and plays an important role in maintaining service quality, safety standards, and operational continuity within the Pasadena office.

Responsibilities

• Front Desk Support
  • Answers, screens, and redirects incoming telephone calls promptly and courteously.
  • Uses TMA systems (e.g., Guidewire and TED) to research and direct callers to appropriate claims or underwriting team members.
  • Provides exceptional customer service by greeting, welcoming, and directing visitors.
  • Upholds office security by adhering to 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 procedures, policies, and regulations.
  • Reviews invoices for accuracy and inputs data into the Concur invoicing system for processing.
• Safety & Workplace Support
  • Coordinates and facilitates quarterly safety meetings with Pasadena floor wardens, including preparing agendas, documenting minutes, assigning action items, and tracking follow-up.
  • Regularly reviews safety protocols and acts as Safety Champion for the office.
  • Assists with emergency preparedness activities (e.g., drills, signage, supply checks).
  • Reports incidents, hazards, or unusual conditions promptly.
  • Updates fire drill roster in a timely manner.
  • Follows and reinforces workplace safety, security, and emergency procedures.
• Backup Facilities Operations Support
  • Assists with daily facilities needs, including office services, supply management, and common area upkeep.
  • Coordinates access for vendors, contractors, and service providers.
  • Supports office setups, workstation moves, onboarding/offboarding logistics, and conference room readiness.
  • Conducts routine walkthroughs to identify facilities or safety issues and escalates as needed.
  • Requests building/parking access cards via vendors' automated system in the Admin Supervisor’s absence.
• Backup Mail Services Coordination
  • Receives, sorts, distributes, and processes incoming and outgoing mail, packages, and courier deliveries.
  • Prepares outgoing mail, including certified, overnight, and bulk shipments, following established procedures.
  • Operates and maintains mailroom equipment (e.g., postage meters, scanners, tracking tools).
  • Ensures secure handling of confidential and sensitive materials, requiring daily visits to the post office for special handling items.
• Employee Service & Communication
  • Responds to employee inquiries related to mail, packages, workspace, and facilities services.
  • Provides courteous, timely support with a strong internal customer service focus.
  • Escalates non-routine issues to appropriate leadership or vendors.

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 use hand tools and equipment as required.
• Excellent written and verbal communication skills.
• MS Office experience using Word, Excel, and Outlook.

Pay

Salary range $50,000 to $58,000. Ultimate salary offered will be based on factors such as applicant experience and geographic location.

Benefits

• Competitive benefits package and bonus eligibility on top of base salary.
• Generous 401K match.
• Opportunities for growth, new products, people development, and internal career advancement.