Senior Workplace Coordinator

What You’ll Be Doing

Key responsibilities of this role are:

• Sole operator for busy office with highly engaged employees, stakeholders, and visitors.
• Engage proactively and act as a leader for on-site projects, including social engagement.
• Prioritize the needs of both internal and external customers in all aspects of your work, ensuring exceptional communication, service and support in every interaction.
• Maintain the location’s Workplace email box to process requests from employees in a timely manner.
• Act as the first point of contact to observe and troubleshoot facilities-related issues such as lighting, HVAC, cleaning, flooring, etc. by reporting them to the appropriate Workplace Partner, building management and/or coordinating with external vendors for repair.
• Assist with location-specific invoices, orders, and purchase orders as requested.
• Own all mail requirements onsite, inclusive of assisting with certified letters and outgoing shipments as needed.
• Act as an onsite liaison for the building management team and vendors who may require access to the AXA XL suite for day-to-day operations as well as project work.
• Manage desk reservations through Freespace and act as the local point of contact to answer questions and troubleshoot issues that may arise.
• Provide thoughtful and informed recommendations to Workplace Partner and company stakeholders regarding ideas for the office.
• Act as the Incident Management Team (IMT) Coordinator and partner with the Physical Safety and Security (PSS) Team to complete annual certifications.
• Assist with new hire orientation by providing an office tour (outlining office amenities, café, copy/print room, mail services, evacuation exit doors and routes, etc.), issuing building security and AXA XL access door cards, performing new hire I-9 Verifications (where applicable)acting as a resource for first day questions, and connecting them with relevant teams, such as DSS/IT.
• Cultivate a positive and exciting office culture by partnering with the Workplace Partner, Business Resource Groups, and local employees to host and plan monthly Workplace-sponsored events to build community and rapport. Execute post-event surveys to engage and collect colleague feedback to help inform future events and best practices.
• In partnership with the Workplace Partner, prepare and send a monthly office-wide newsletter.
• Collaborate and assist with setup, as needed, for employee and stakeholder events/meetings.
• Partner with the Americas Workplace Team if phone coverage is required by fellow team members, assisting where possible. Answer and direct calls in a timely and professional manner.
• Ensure that the reception desk/lobby, copy areas, coffee touchpoints/pantries, kitchen, mail room, wellness rooms, etc. are clean, fully stocked, organized and well-maintained.
• Perform other duties as assigned.

What You’ll Bring

We’re looking for someone who has these abilities and skills:

• Experience preferably in an administrative, hospitality or office coordination role
• The ability to take direction, multitask and prioritize tasks accordingly, keeping a customer service mindset top of mind.
• Excellent interpersonal and verbal/written communication skills
• The ability to be adaptable, problem solve, observe and take initiative
• A positive, proactive, and collaborative attitude
• Experience with Microsoft 365 products
• The ability to lift a maximum of 40 pounds

Who WE are

• Five Business Resource Groups focused on gender, LGBTQ , ethnicity and origins, disability and inclusion with 20 Chapters around the globe.
• Robust support for Flexible Working Arrangements
• Enhanced family-friendly leave benefits
• Named to the Diversity Best Practices Index
• Signatory to the UK Women in Finance Charter

• Valuing nature: How we impact nature affects how nature impacts us. Resilient ecosystems - the foundation of a sustainable planet and society – are essential to our future. We’re committed to protecting and restoring nature – from mangrove forests to the bees in our backyard – by increasing biodiversity awareness and inspiring clients and colleagues to put nature at the heart of their plans.
• Addressing climate change: The effects of a changing climate are far-reaching and significant. Unpredictable weather, increasing temperatures, and rising sea levels cause both social inequalities and environmental disruption. We're building a net zero strategy, developing insurance products and services, and mobilizing to advance thought leadership and investment in societal-led solutions.
• Integrating ESG: All companies have a role to play in building a more resilient future. Incorporating ESG considerations into our internal processes and practices builds resilience from the roots of our business. We’re training our colleagues, engaging our external partners, and evolving our sustainability governance and reporting.
• AXA Hearts in Action: We have established volunteering and charitable giving programs to help colleagues support causes that matter most to them, known as AXA XL’s “Hearts in Action” programs. These include our Matching Gifts program, Volunteering Leave, and our annual volunteering day – the Global Day of Giving.