Overview
Facilities Coordinator role at Chaucer Group
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About us
Chaucer is a leading insurance group at Lloyd's, the world's specialist insurance market. We help protect industries around the world from the risks they face. Our customers include major airlines, energy companies, shipping groups, global manufacturers and property groups.
Headquartered in London, with international hubs in Copenhagen, Dubai, Miami, Dublin, Singapore, Sydney and Bermuda, to be closer to our clients across the world. To learn more about us please visit our website www.chaucergroup.com
Job Profile Summary
Areas of responsibility include the London office and Lloyd's. Assisting Office Services team with duties as specified in main duties. Day to day reporting to Facilities Manager, with overall responsibility reporting into Head of Real Estate Operations.
Job Description
Postal Duties
* Assisting with postal duties, including sorting and distribution of all incoming mail. Notifying staff of important or personal post/deliveries for collection, as well as scanning any urgent documents where necessary.
* Readying outgoing mail for collection by 52LS post team, including signed for and recorded deliveries, as well as taking responsibility for local hand delivered requests.
* Help organising same day, overnight, and international couriers. Providing POD to end users.
Facilities
* Office Churn, Maintenance, and Servicing
* Events assistance: Helping organise, set up and recommissioning for all onsite events held within level 6 event space. Also including hiring of equipment and seeking ad hoc assistance where necessary.
* Events: hold meetings with onsite contacts for events and liaise with Marketing on additional requirements.
* Helping organise internal desk moves. Liaising with relevant contractors over works, permits, and booking in site access.
* Assist with new lockers install - discuss requirements with supplier, obtain proofs, place orders and organise works schedule.
* Moving equipment between office space and storage unit at 40 Lime Street.
* Help with any ad hoc Lloyds box moves.
* Help monitor the Office Services Helpdesk.
* Attend to any furniture issues and reported faults with chairs, desks, etc. Escalate where required.
Meeting Rooms, Collaboration Space & Recycling Hubs
* Daily check of all meeting rooms, including stationery stock, chairs, and maintenance issues.
* Assist with any staff meeting room requests.
* Assist catering with any meeting room set up requests.
* Providing glass boards for meeting rooms, when requested.
* Checking all glass boards are in good condition and regularly cleaned each week.
* Daily and weekly checks of photocopiers - replenish paper and supplies in these areas.
Access Passes and Lockers
* Help maintain the door access control system - please passes on system in absence of regular reception team and run reports, where requested.
* Help with the deprovision of leavers - clear out leaver lockers in preparation for new starters, reclaim caddies and any reuseable equipment.
* Fix locker faults and replace locker batteries, as required.
Stationery and Stock Control
* Monitoring, ordering, tracking, and record of all stationery supplies using online stationery supplier. Ensure an adequate supply of stock in the L8 post room at all times.
* Checking PPE stations are fully stocked at all times.
* Liaise with Marketing on ordering required stock for post room supplies.
* Complete monthly KPI's.
* Working with the Facilities Assistant to process invoices on Concur for the department, for settlement by the Head of Real Estate and Operations.
* Occasional banking for the Finance department.
* Processing orders on Amazon for the office and events. Logging a record of all purchases.
* Assist the Facilities Team with any other reasonable duties, to ensure the efficient operation of Office Services and building management within the scope and purpose of the job description.
* Attend and participate in training, as required
* Help update Space Connect system in accordance with any internal moves.
* Moving boxes and equipment between floor, as required.
* Assist setting up new accounts for Office Services suppliers, contractors, and service providers.
Health & Safety
* Daily H&S checks within office - walkways clear, signage current.
* Monthly monitoring and replenishment of first aid boxes.
* Monthly monitoring of the fire extinguishers, fire blankets, and signage.
* Checking 3 x AED batteries are fully operational.
* Ordering WFH equipment, including chairs, for staff, as authorised by the Head of Real Estate Operations and Facilities Manager. Organising external H&S assessments for those that require bespoke equipment.
* Monthly inspections and recording of the condition of any ladders, trolleys, sack barrows and pump truck, reporting faults for repair.
* Organise the safe disposal and destruction of materials in accordance with Hazardous Waste regulations
Skills and Competencies
* Proven experience in facilities support and messenger services
* Experience within professional services environment
* Sound understanding of health and safety regulations
* Familiarity with facilities management and office maintenance procedures
* Proficient in Microsoft Excel and Word (intermediate level)
* Good organisational skills with attention to detail
* Adaptable and willing to support across various tasks and responsibilities
* Able to work independently and take initiative
* Excellent communication skills, with confidence liaising across all levels of the business
* Enthusiastic about learning and development
* Demonstrates a positive, proactive, and professional approach
Education
Why Join Chaucer?
Chaucer is a leading global insurer operating in both Lloyd's and company markets, helping industries worldwide manage risk—from nuclear, shipping, manufacturing, and property. Headquartered in London, with offices in Copenhagen, Bermuda, Sydney, Ireland, Miami, Dubai, and Singapore, we're close to our clients wherever they are.
We have shown strong financial success with our Gross Written Premiums growing from $1.4bn in 2019 to $3.5bn in 2024. Backed by strong teams, platforms, and client relationships, Chaucer is poised for continued success.
We offer:
A flexible office hybrid work model that supports individual and team needs.
A diverse, inclusive culture that values people for who they are.
Extensive, non-contributory benefits, including medical, life, and pension cover, flexible holidays, and wellbeing support.
Additional Information
Seniority level: Mid-Senior level
Employment type: Full-time
Job function: Administrative
Industries: Insurance Agencies and Brokerages, Insurance Carriers, and Insurance
London, England, United Kingdom 1 week ago
London, England, United Kingdom 2 weeks ago
London, England, United Kingdom 2 weeks ago
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