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. What you’ll be doing What will your 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 elevate 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. What you’ll bring We’re looking for someone who has these abilities and skills: Required Skills and Abilities 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. Who we are 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. By combining a comprehensive and efficient capital platform, data‑driven insights, leading technology, and the best talent in an agile and inclusive workspace, empowered to deliver top client service across all our lines of business—property, casualty, professional, financial lines and specialty. With an innovative and flexible approach to risk solutions, we partner with those who move the world forward. Learn more at axaxl.com What we offer Inclusion 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 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. It’s about helping one another — and our business — to move forward and succeed. Five Business Resource Groups focused on gender, LGBTQ+, ethnicity and origins, disability and inclusion with 20 Chapters around the globe. Robust support for Flexible Working Arrangements Enhanced family‑friendly leave benefits Named to the Diversity Best Practices Index Signatory to the UK Women in Finance Charter Learn more at Inclusion & Diversity at AXA XL | AXA XL. AXA XL is an Equal Opportunity Employer. Total Rewards 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 personalized, 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. Sustainability At AXA XL, Sustainability is integral to our business strategy. In an ever‑changing world, AXA XL protects what matters most for our clients and communities. We know that sustainability is at the root of a more resilient future. Our 2023-26 Sustainability strategy, called “Roots of resilience”, focuses on protecting natural ecosystems, addressing climate change, and embedding sustainable practices across our operations. Our Pillars: Valuing nature: How we impact nature affects how nature impacts us. Resilient ecosystems— the foundation of a sustainable planet and society – are essential to our future. We’re committed to protecting and restoring nature – from mangrove forests to the bees in our backyard – by increasing biodiversity awareness and inspiring clients and colleagues to put nature at the heart of their plans. Addressing climate change: The effects of a changing climate are far‑reaching and significant. Unpredictable weather, increasing temperatures, and rising sea levels cause both social inequalities and environmental disruption. We're building a net zero strategy, developing insurance products and services, and mobilizing to advance thought leadership and investment in societal‑led solutions. Integrating ESG: All companies have a role to play in building a more resilient future. Incorporating ESG considerations into our internal processes and practices builds resilience from the roots of our business. We’re training our colleagues, engaging our external partners, and evolving our sustainability governance and reporting. AXA Hearts in Action: We have established volunteering and charitable giving programs to help colleagues support causes that matter most to them, known as AXA XL’s “Hearts in Action” programs. These include our Matching Gifts program, Volunteering Leave, and our annual volunteering day – the Global Day of Giving. For more information, please see Sustainability at AXA XL. Applicants for this role must be legally authorized to work in the United States without sponsorship now or in the future. The base salary range for this position is USD 53,600 - 74,000 . Actual pay will be determined based upon the individual’s skills, experience and location. We strive for market alignment and internal equity with our colleagues’ pay. At AXA XL, we know how important physical, mental, and financial health are to our employees, which is why we are proud to offer benefits such as a competitive retirement savings plan, health and wellness programs, and many other benefits. We also believe in fostering our colleagues' development and offer a wide range of learning opportunities for colleagues to hone their professional skills and to position themselves for the next step of their careers. #J-18808-Ljbffr