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 any 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. Miscellaneous 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 GCSE English, Maths (or equivalent) 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. Our headquarters are in London, and we have international offices in Bermuda, Copenhagen, Dubai and Singapore to be closer to our clients across the world. To learn more about us please visit our website. Chaucer is committed to diversity, actively values difference and respects people regardless of the protected characteristics which are outlined in the Equality Act 2010 (UK legislation) as a result of the Equal Treatment Directive 2006 (EU legislation). A diverse workforce and an inclusive workplace are core to our success as a business and integral to our winning strategy and culture. We recruit from the widest available pool of talent, and our hiring, assessment and selection process is fair, free from bias and one which ensures we select the right person for the job, based on merit. We are committed to promoting a culture that actively values difference, and recognises that everyone has the right to be treated with dignity and respect throughout their employment. We are open to considering flexible working arrangements for all roles and encourage you to outline your needs during the interview process. Chaucer are a leading specialty (re)insurance group working with brokers, coverholders and clients to protect and support business activities around the world. Our services are accessed both through Lloyd’s of London and the company markets. We are defined by an enterprising, bespoke approach to (re)insurance, enabled by the individual character, experience and imagination of our expert teams. Chaucer is a member of the China Re Group and backed by their financial and operational resources. China Re is one of the world’s largest reinsurance companies whose outstanding and comprehensive strength is rated A (excellent) by AM Best and A (strong) by S&P Global Rating. Chaucergroup.com
