Job Description - Workplace Community Team Member (Facilities) (78001481D20241112)
Workplace Community Team Members
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 organizers 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.
Role and Responsibilities
1. Responsible for the post/mail/parcel of the whole UK & Lloyds business, other entities and suppliers present in our offices.
2. Control, restock and order all stationeries.
3. Liaising on a day-to-day basis with external partners such as post, carrier, and stationery suppliers.
4. Managing vendor relationships for contracts below £200,000.
5. Ensuring the franking machine and other equipment are fully operational and up to date with the latest internal IT security requirements, liaising with the IT team to resolve issues when necessary.
6. Assisting the community leader with the tendering and procurement process for the vendors under the community remit.
7. Ensuring client accounts are fully up to date, following up on invoice disputes and tracking expenses.
8. Recording post and additional chargeable duties delivered to other AXA entities.
9. Working closely with the Workplace Experience Manager, IT team, Reception, Cleaning, and Catering teams to ensure our colleagues are receiving the best experience.
10. Conducting the DSE (Display Screen Equipment) assessment for all colleagues in the workplace.
11. Helping the wider team to keep the DSE platform updated with colleagues’ details.
12. Responsible for meeting rooms and event spaces readiness for colleagues and guests, ensuring daily checks on room presentation, IT setup, and cleanliness.
13. Must be able to travel to other AXA XL offices in the UK regularly, with the possibility of using the company van.
14. 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.
15. Liaising with Business Partners of the functions, network groups, and other AXA entities present in the property to ensure colleagues' experiences in the office exceed expectations.
16. Working as “ONE Team” with other members of the Workplace Team and suppliers.
17. Supporting the Community leader on the archives and warehouse/storage needs.
18. Dealing with internal and external moves for the business and across the portfolio.
19. Performing regular inspections within the offices to deliver best customer experiences and provide comfortable ambiences for the occupants, taking particular care and attention to detail to reach the highest standards.
20. Working closely with your supplier chains to ensure efficient delivery of the services needed for the business.
21. Perform any related duties as assigned upon business request.
This role cannot be carried out remotely and requires on-site presence.
You will report to the Workplace Community Team Leader.
We’re looking for someone who has these abilities and skills:
1. Willingness to work on a shift pattern.
2. Must be able to travel to other offices as required (London, Lloyds, Ipswich, Birmingham, Manchester, and Chelmsford).
3. Manual handling required as the job involves moving desks, chairs, IT equipment, etc., on a daily basis.
4. Fire Marshal and first aider certification or willingness to get trained.
5. Driving license mandatory.
6. ISOH or NEBOSH preferable.
7. DSE assessor qualified or willing to be trained.
8. Interpersonal, relationship-building, and networking skills.
9. Ability to multi-task and prioritize your workload.
10. Clear and concise writing skills and the ability to handle long and complex documents.
11. Proficient in the use of Microsoft Office packages including Word, Excel, and Outlook.
12. Teamwork skills and the ability to guide and motivate others.
13. Practical, flexible, and innovative approach to work.
FIND your future
AXA XL, the P&C and specialty risk division of AXA, is known for solving complex risks. For mid-sized companies, multinationals, and even some inspirational individuals, we don’t just provide re/insurance; we reinvent it.
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 and a diverse workforce enable business growth and are critical to our success. That’s why we have made a strategic commitment to attract, develop, advance and retain the most diverse workforce possible, and create an inclusive culture where everyone can bring their full selves to work and can reach their highest potential.
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