Facilities Coordinator in London

At Amwins Global Risks, we succeed together. We’re forging relationships that are built to last. With over 700 employees around the world and a global footprint across more than 150 countries, we’ve cemented our place as a top 10 contributor to Lloyd’s.

Insurance is a relationship-based business, and achieving success means hiring the best talent in the industry. When you join us, we will encourage and support your professional and personal development as we invest in you and your learning to help you succeed and grow.

We believe in a flat organisational structure that prizes expertise and relationships equally. We’ve built a workplace where talent, collaboration and inclusivity are valued, and our commitment to diversity, equity and inclusion helps cultivate an open, welcoming workplace where everyone who works with us can be themselves.

Job Purpose

To provide support to the business by carrying out general facilities-related duties. This is a pivotal role within the Facilities team, providing assistance across the department, including cover for Front of House absences.

Responsibilities

• Regularly check Facilities portal (Service Now) and carry out requests in a timely manner
• Carry out daily office checks, including printer restocking and reviewing stationery levels
• Manage stationery stock and order any necessary supplies
• Record orders on relevant spreadsheet and track deliveries
• Unpack and distribute deliveries
• Assist with meeting room set-up and clear-down
• Coordinate the retrieval of archived files and boxes from storage, log newly archived items and ensure all activity is tracked with a clear audit trail in ServiceNow
• Open, scan and distribute incoming post
• Empty confidential waste and notify Head of Premises & Facilities of any collection issues
• Arrange contractor visits, including checking Risk Assessment Method Statements (RAMS) and carrying out any necessary H&S briefings prior to the work taking place
• Review and save any reports and information sent by contractors and highlight any points of note to the Head of Premises & Facilities
• Ensure that preventative maintenance visits are arranged at the required frequency
• Report any requirements for repair to the fabric of Group buildings and furniture
• Assist with premises and internal office moves, including being responsible for providing access to contractors and checking that work has been completed satisfactorily
• Assist the Head of Premises & Facilities in the review of services and running tenders, helping to source additional or replacement suppliers, as appropriate
• Coordinate with the landlord & company maintenance teams and external vendors for urgent repairs or escalations
• Act as a liaison between Facilities and other departments to resolve cross-functional issues
• Coordinate the resolution of outstanding issues or defects identified after any project completion
• Ensure agreed reception standards are maintained at all times
• Promptly answer telephone calls, screen and forward to recipient
• Greet guests on arrival, complete visitor sign-in procedure and contact the host and/or direct visitor to their meeting room
• Arrange QR codes for visitors
• Manage bookings for meeting rooms
• Organise catering, taxis and couriers as and when requested
• Maintain clean and tidy client area
• Carry out checks of all client meeting rooms at various times during the day to ensure they are in good order and air conditioning set to appropriate temperature
• Manage central Amwins Global Risks mailbox, forwarding relevant enquiries to the correct department and deleting all junk mail
• Order business cards for new starters and replacements for existing employees
• Carry out quarterly H&S inspection of London office
• Create and manage Personal Emergency Evacuation Plans for London office employees
• Support workstation assessments and ensure recommendations are actioned promptly
• Carry out H&S inductions for new starters at London office
• Support other areas of the Facilities team as and when necessary, including providing holiday cover and supporting projects
• Undertake any other responsibilities that may become necessary for the proper performance of the role
• Maintain a proactive approach to identifying service and cost discrepancies and escalate to Head of Premises & Facilities when necessary

Personal Attributes

• Previous experience in a Facilities role
• Excellent communication skills (both written and verbal)
• Good attention to detail and high levels of accuracy
• Strong administrative skills and good use of initiative
• Excellent time management skills
• Good working knowledge of IT systems including Microsoft Office
• Comfortable managing own workload and acting independently or as part of a team
• Ability to identify issues that can be resolved personally and those requiring escalation
• Capable of multi-tasking and portraying calm disposition even when busy
• Proactive and flexible attitude when dealing with tasks