Facilities (Workplace) Community Team Member

The main responsibility of the Workplace team is ensuring the smooth running of the daily operations and experience to provide best-in-class environments to drive the business forward. The successful candidate will be proactive and creative and will be encouraged to express new ideas on improving the overall workplace, ensuring that we are using our resources to the optimum.

Our Workplace Community team members are the ultimate organisers of the workplace environment for colleagues. From post management to events setting, you will be crucial for the business when it comes to life in the office. Working along different stakeholders as well as other internal and external teams, the community team members are key players in the overall achievement of the Workplace strategy.

The workplace community team covers a 10-hour day shift, split between the 3 members on a weekly rota basis.

What you'll be doing

• Responsible for the post/mail/parcel of the whole UK & Lloyds business, other entities and suppliers present in our offices.
• Control, restock and order all stationeries.
• Liaising on a day-to-day basis with external partners such as post, carrier, and stationery suppliers.
• Managing various vendor relationships for contracts below £200,000.
• Ensuring franking machine and other equipment are fully working and up to date with the latest internal IT security requirements, liaising with the IT team to resolve when necessary.
• Helping the community leader on tendering and procurement processes for the vendors under the community remit.
• Ensuring client accounts are fully up to date, following up on invoice disputes and tracking expenses.
• Recording post and additional chargeable duties delivered to other AXA entities.
• Working closely with the Workplace Experience Manager, IT team, Reception, Cleaning, and Catering teams to ensure our colleagues are receiving the best experience.
• Conducting the DSE (Display Screen Equipment) assessment for all colleagues in the workplace.
• Helping the wider team to get the DSE platform up to date with colleagues’ details.
• Responsible for the meeting rooms and events spaces readiness for colleagues and guests, setting as per business requirements.
• Daily floor walk, checking on room presentation, IT setup, and cleanliness.
• Must be able to travel to other AXA XL offices in the UK on a regular basis, with the possibility to use the company van.
• Deliver a safe, secure, and inclusive work environment by providing excellent standards of workplace accommodation and high-level services for all staff, guests, and other occupiers of the premises.
• Liaising with Business Partners of the functions, network groups, and other AXA entities present in the property, to ensure colleagues' experiences in the office are beyond and above expectations.
• Working as “ONE Team” with the other members of the Workplace Team and suppliers.
• Supporting the Community leader on the archives and warehouse/storage needs.
• Dealing with internal and external moves for the business and across the portfolio.
• Perform regular inspections within the offices with a focus on delivering best customer experiences and providing comfortable ambiences for the occupants, taking particular care and attention to detail to reach the highest standards.
• Working closely with your supplier chains to ensure efficient delivery of the services needed for the business.
• Perform any related duties as assigned upon business request.

This role cannot be carried out remotely and requires on-site presence.

What you'll bring

• Willingness to work on a shift pattern.
• Must be able to travel to other offices as and when required - (London, Lloyds, Ipswich, Birmingham, Manchester, and Chelmsford).
• Manual handling required as the job involves moving desks, chairs, IT equipment, etc., on a daily basis.
• Customer-first mindset.
• Fire Marshal and first aider or willing to get trained.
• Driving licence mandatory.
• ISOH or NEBOSH preferable.
• DSE assessor qualified or willing to be trained.
• Interpersonal, relationship-building, and networking skills.
• Negotiation skills.
• Ability to multi-task and prioritise your workload.
• Time management skills.
• Clear and concise writing skills and the ability to handle long and complex documents.
• Proficient in the use of Microsoft Office packages including Word, Excel, and Outlook.
• Teamwork skills and the ability to guide and motivate others.
• Practical, flexible, and innovative approach to work.

What we offer

AXA XL is committed to equal employment opportunity and will consider applicants regardless of gender, sexual orientation, age, ethnicity and origins, marital status, religion, disability, or any other protected characteristic. At AXA XL, we know that an inclusive culture enables business growth and is critical to our success. That’s why we have made a strategic commitment to attract, develop, advance, and retain the most inclusive workforce possible, and create a culture where everyone can bring their full selves to work and reach their highest potential.

AXA XL’s Reward program is designed to take care of what matters most to you, covering the full picture of your health, wellbeing, lifestyle, and financial security. It provides competitive compensation and personalised, inclusive benefits that evolve as you do. We’re committed to rewarding your contribution for the long term, so you can be your best self today and look forward to the future with confidence.

At AXA XL, Sustainability is integral to our business strategy. Our Sustainability strategy, called “Roots of resilience”, focuses on protecting natural ecosystems, addressing climate change, and embedding sustainable practices across our operations.

For more information, please see axaxl.com/sustainability.