Sr. Workplace Finance & Project Coordinator

Job Description
The Senior Workplace Finance & Project Coordinator plays a critical role in supporting the financial management, governance, reporting, and delivery of Workplace initiatives across the Americas. This position serves as a key partner to Workplace leadership, helping drive financial transparency, project accountability, and reporting across a diverse portfolio of real estate, workplace transformation, and office operations projects.

The role is responsible for coordinating budgets and forecasts, tracking project performance, maintaining project documentation, supporting stakeholder communications, and producing reporting and analytics that help inform business decisions. The successful candidate will be highly organized, detail-oriented, and comfortable working across multiple priorities while collaborating with Finance, Procurement, Workplace, and business stakeholders.

While the primary focus of this role is financial and project coordination, the individual will also provide workplace operations support for the Morristown office, particularly as the office prepares for its workplace transformation initiatives in 2027.

What you’ll be doing

What will your essential responsibilities include?

Financial Planning, Budgeting & Reporting

Support the annual budget and forecasting process for Workplace operating and capital expenditures.
Maintain budget tracking tools and ensure accurate monitoring of actual versus forecasted spend.
Partner with Finance, Procurement, and Workplace leaders to support financial reviews and reporting cycles.
Assist with project budget tracking and variance reporting, escalating concerns to project and finance leads as needed.
Prepare financial dashboards, presentations, and executive reporting materials.

Project Coordination & Governance

Provide project coordination support for workplace, real estate, and office transformation projects led by Workplace Project Managers and team leaders.
Update and maintain project tracking tools, timelines, action logs, and project documentation based on direction from project leads.
Assist with scheduling project meetings, capture meeting notes, track action items, and support follow-up activities with stakeholders.
Organize and maintain project documentation, governance materials, decision logs, and reporting repositories.
Support coordination with vendors and internal stakeholders by facilitating communications, tracking deliverables, and maintaining records.
Compile project status information and prepare reporting materials for review by project managers and leadership.
Communication & Stakeholder Management

Prepare communications, presentations, summaries, and reporting materials for a variety of stakeholder groups.
Track action items and deliverables and provide reminders to responsible owners and leads to support project progress.
Support change management and communications associated with workplace initiatives and office moves.
Build influential working relationships across Workplace, Finance, Procurement, HR, IT, and business teams.

Data Analysis & Continuous Improvement

Gather, organize, and analyze workplace, financial, and project data to support decision-making.
Identify opportunities to improve reporting, tracking, governance, and operational processes.
Support development of standardized tools, templates, and documentation across the Workplace team.
Ensure accuracy and consistency of project and financial records.

Morristown Office Support

Provide light operational support for the Morristown office as needed.
Assist with local vendor coordination, workplace initiatives, office communications, and employee experience activities.
Support planning and execution activities associated with the future New Jersey Morristown office relocation and workplace transformation project.
Partner with Workplace Operations colleagues to ensure continuity of local workplace services.

You will report to the Senior Manager, Workplace Strategy and Portfolio.

What you’ll bring

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

Bachelor's degree in Business, Finance, Project Management, Operations, Real Estate, Facilities Management, or a related field preferred; equivalent experience will also be considered.
Moderate professional experience in finance coordination, project coordination, business operations, workplace services, or a related discipline.
Experience supporting budgets, financial tracking, reporting, or forecasting activities.
Experience maintaining project schedules, documentation, and reporting.
Effective organizational skills with exceptional attention to detail.
Outstanding written and verbal communication skills.
Proficiency with Microsoft 365 applications, including Excel, PowerPoint, Teams, and SharePoint.
Demonstrates robust analytical and problem-solving skills.
Communicates clearly and professionally with all levels of the organization.
Is proactive, collaborative, and comfortable working in a fast-paced environment.
Has a customer-focused mindset and enjoys supporting both strategic initiatives and day-to-day operations.

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 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