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

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

Serve as back up to Workplace Operations Manager on the Canadian 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 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 Leader

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

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

How

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

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

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

and personalized, inclusive

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

The Canada base

range for this position is CAD 51,000 - 69,000

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

such as a competitive retirement savings plan, health and wellness programs, and many other

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.