Workplace Coordinator

Workplace Coordinator

Under the direction of the Workplace Operations Manager the Workplace Coordinator supports the day-to-day operations of the office by delivering a welcoming, professional, and hospitality-driven workplace experience for colleagues, guests, and partners. This role is highly visible and hands-on, serving as a first point of contact for workplace needs and ensuring that the office environment is functional, organized, and ready to support the business each day.

Essential responsibilities include:

• Front-of-House & Workplace Experience: Serve as a welcoming first point of contact for colleagues, guests, and vendors, always delivering professional and friendly service. Answer and direct calls promptly and professionally. Support reception and mailroom functions, with daily priorities adjusted based on business needs.
• Meeting Spaces & Office Readiness: Ensure all meeting rooms and shared spaces are set up, well-stocked, and fit for purpose for internal and external use. Conduct regular walkthroughs of the office to identify and address issues related to lighting, temperature, furniture, cleanliness, or general functionality. Troubleshoot basic workplace issues and escalate maintenance or repair needs to building management as appropriate.
• Workplace Operations & Systems: Update and manage colleague headcount and seating assignments using workplace systems. Submit, track, and reconcile invoices through the corporate expense system (e.g., Coupa). Support new hire onboarding by coordinating building access, security badges, and visitor passes. Participate on the Chicago Incident Management Team.
• Supplies, Mail & Logistics: Maintain supply rooms, pantries, conference rooms, reception areas, and wellness spaces to ensure consistent availability and presentation. Manage mailroom operations, including receiving, logging, sorting, and distributing mail and deliveries. Ensure all deliveries are received, verified, stored, or delivered to the appropriate individual or area. Order, receive, store, and distribute office supplies as needed, including providing remote support for locations without an on-site Workplace presence.
• Collaboration & Continuous Improvement: Partner closely with on-site Senior Workplace Operations Coordinator on events, coverage and additional ad hoc duties. Provide guidance and seek input from teammates and partners to achieve the best outcomes. Support Workplace initiatives and projects as assigned. Perform additional duties as needed to support workplace operations and team success.

You will report to the Workplace Operations Manager.

We're looking for someone who has these abilities and skills:

• High school diploma or equivalent required; associate degree preferred or equivalent combination of training and experience.
• Ability to take direction, prioritize tasks, and adapt to changing daily needs.
• Friendly, flexible, and service-oriented demeanor.
• Robust interpersonal and communication skills.
• Ability to problem-solve, take initiative, and respond calmly to workplace issues.
• Positive, collaborative attitude and good sense of accountability.
• Proficiency with Microsoft 365 products.
• Ability to lift up to 40 pounds as part of regular workplace duties.

AXA XL is an Equal Opportunity Employer.