Workplace Support Coordinator, 2916 in London

The role will play a key part in supporting the smooth operation of our London office, with a primary focus on managing postal and delivery services. The role will also provide wider support to the Workplace Management Team across Health & Safety, ad-hoc projects, and general facilities coordination, ensuring a safe, efficient, and welcoming environment for all employees and visitors.

Please note that this position requires some manual handling. The organisation will provide all necessary training and complete relevant risk assessments. Manual handling activities will be controlled and limited as far as is reasonably practicable.

• Manage relationships with postal/courier providers and book loading bay access.
• Liaise with building security; ensure prompt collection and delivery to relevant floors.
• Distribute deliveries and maintain accurate logs of all incoming/outgoing post.
• Handle post confidentially; scan and share secure digital copies.
• Manage outgoing post/couriers, ensuring correct preparation and timely dispatch.
• Oversee secure destruction of old post per data protection policies.
• Coordinate bulk deliveries with building management/security.
• Maintain courier collection logs, proof of delivery, and recharge logs for cost allocation.
• Escalate delivery issues promptly; follow manual handling and H&S regulations.

• Assist Workplace Management with projects, office moves, events, and process improvements.
• Manage facilities ticketing system and inbox; ensure timely issue resolution.
• Act as Fire Marshal and First Aider (training provided).
• Conduct daily and weekly H&S audits; elevate compliance issues.
• Perform floor walks; report/resolve maintenance concerns.
• Audit and restock First Aid boxes weekly.
• Ensure meeting rooms are clean, equipped, and AV-ready.
• Support general facilities tasks: furniture moves, supply replenishment, contractor coordination.
• Monitor and reorder office consumables.
• Assist reception during peak times; greet visitors and handle queries.
• Escort/supervise contractors for compliance with building and H&S rules.

• Escalate hazards and compliance concerns; assist with incident reporting.
• Maintain accurate audit and inspection records.
• Ensure post handling complies with GDPR and confidentiality standards.
• Oversee secure disposal of sensitive materials per retention schedules.
• Support emergency response (evacuations, spillages, urgent maintenance).
• Report accidents, near misses, and hazards promptly.
• Maintain accurate records in management systems; share H&S reports as required.

• Excellent communication skills, both written and verbal.
• Strong organisational skills and attention to detail.
• Proactive and hands-on approach to problem-solving.
• Ability to work independently and as part of a team.
• Comfortable liaising with internal teams, suppliers, contractors, and building management.
• Basic understanding of Health & Safety in the workplace (not essential as training will be provided).
• First Aid and/or Fire Marshal training (training can be provided).
• Good understanding of manual handling safe practices (training can be provided).

• Friendly, approachable, and professional manner.
• Reliable and punctual with a strong work ethic.
• Willingness to learn and develop in the role.
• Flexibility to adapt to changing priorities.

• Atmosphere: You will find an international working environment with short decision channels, an open feedback culture and a sense of community shaped by mutual esteem and a readiness to help.
• Benefits: Structured onboarding, benefits superior to those of the collective agreement as well as modern offers for personal development, health management and work-life balance are just some of our benefits.
• Prospects: You contribute your specialist and methodological expertise and we offer you fresh input and the opportunity to further develop your potential – including room to come up with innovative ideas and act on them!

Apply simply and securely by clicking on the "apply now" button. You can find out more about our working environment, your entry options and development opportunities at www.hannover-re.com/en/career.