At a Glance
- Tasks: Support facilities operations, manage supplies, and ensure a welcoming environment for guests.
- Company: Join a top global insurance broker with a focus on relationships and inclusivity.
- Benefits: Opportunities for personal growth, a supportive team, and a dynamic work environment.
- Other info: Enjoy a flat organisational structure that promotes diversity and teamwork.
- Why this job: Be part of a collaborative team that values your contributions and fosters professional development.
- Qualifications: Experience in facilities management and strong communication skills are essential.
The predicted salary is between 30000 - 40000 € per year.
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.
Facilities
- 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
Building Services & Maintenance
- 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
Front of House Cover
- 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
Health & Safety
- 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
Team Support
- 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 elevate 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
Premises & Facilities Coordinator in London employer: TryApplyNow
At Amwins Global Risks, we pride ourselves on fostering a collaborative and inclusive work environment where every employee is valued. As a Premises & Facilities Coordinator in our London office, you will benefit from our commitment to professional development, a flat organisational structure that encourages open communication, and the opportunity to contribute to a global leader in the insurance industry. Join us to be part of a team that not only supports your growth but also values the relationships that drive our success.
StudySmarter Expert Advice🤫
We think this is how you could land Premises & Facilities Coordinator in London
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect with potential colleagues on LinkedIn. Building relationships can open doors that a CV just can't.
✨Tip Number 2
Prepare for interviews by researching the company culture and values. At Amwins Global Risks, they value collaboration and inclusivity, so be ready to share how you embody these traits in your work.
✨Tip Number 3
Practice your responses to common interview questions, but keep it natural. Use the STAR method (Situation, Task, Action, Result) to structure your answers and showcase your problem-solving skills.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and show your enthusiasm for the role. Plus, it keeps you on their radar!
We think you need these skills to ace Premises & Facilities Coordinator in London
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Premises & Facilities Coordinator role. Highlight relevant experience and skills that match the job description, like your previous facilities management roles or any health and safety knowledge you have.
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're passionate about this role and how your background makes you a perfect fit for our team at Amwins Global Risks. Keep it concise but engaging!
Show Off Your Communication Skills:Since excellent communication is key in this role, make sure your written application reflects that. Use clear, professional language and check for any typos or grammatical errors before hitting send.
Apply Through Our Website:We encourage you to apply through our website for a smoother process. It helps us keep track of your application and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at TryApplyNow
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Premises & Facilities Coordinator role. Familiarise yourself with the key responsibilities listed in the job description, such as managing stationery stock and coordinating contractor visits. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Showcase Your Communication Skills
Since this role involves liaising with various departments and external vendors, it's crucial to highlight your communication skills. Prepare examples of how you've effectively communicated in previous roles, whether it was resolving issues or coordinating tasks. This will illustrate your ability to maintain strong relationships, which is vital in a relationship-based business like Amwins Global Risks.
✨Demonstrate Your Attention to Detail
Attention to detail is key for a Facilities Coordinator. Be ready to discuss specific instances where your meticulous nature has led to successful outcomes, such as managing office supplies or ensuring compliance with health and safety regulations. This will reassure the interviewers that you can handle the responsibilities of the role with precision.
✨Prepare Questions About Company Culture
Amwins Global Risks values inclusivity and collaboration, so come prepared with questions about their workplace culture. Ask about how they support professional development or how they foster teamwork within the Facilities team. This shows that you’re not just interested in the job, but also in being part of their community.
