Workplace Experience Specialist

Summary:

The Workplace Specialist is responsible for ensuring the smooth operation, safety, and functionality of our office environment. This role supports day-to-day office operations, facilities management, vendor coordination, and workplace experience initiatives.

Key Responsibilities:

Facilities & Office Management

• Oversee day-to-day office operations, including cleanliness, maintenance, and repairs.
• Coordinate access card activation/deactivation and office security protocols.
• Manage space planning and seating arrangement including assisting with office improvements, relocations, or renovations, ensuring projects are completed on time and within budget
• Track office inventory and ensure timely restocking of supplies (pantry, stationery, equipment).
• Liaise with building management and external vendors for services such as cleaning, air-con servicing, pest control, etc.
• Ensure workplace health & safety compliance (e.g. fire drills, first aid kits, ergonomic setups).

Travel Coordination

• Support employees with travel bookings such as flights, accommodation, airport transfers, and visa applications, in accordance with company travel policy.
• Coordinate with finance and/or external travel agents to secure best options within budget.
• Maintain records of business travel and ensure alignment with company travel playbooks.
• Provide guidance to employees on travel-related queries such as required documents, insurance, and emergency contacts.

Workplace Experience

• Drive a welcoming and employee-centric workplace culture.
• Support onboarding/offboarding processes in relation to office setup and logistics.
• Coordinate logistics for internal events, workshops, and team gatherings.
• Respond to employee feedback on workplace matters and troubleshoot issues.
• Collaborate with HR in plan and execute internal Company-wide events

Vendor & Contract Management

• Source, evaluate, and manage vendor relationships (e.g. cleaners, repair contractors, pantry suppliers).
• Track and review service contracts, ensuring timely renewals and adherence to SLAs.

Administrative Support

• Track office expenses and raise purchase request for workplace-related purchases.
• Maintain office supplies
• Maintain accurate documentation for equipment, leases, and maintenance logs.
• Support internal audits and office compliance reviews.
• Any other ad-hoc assistance required including covering receptionist role when required.

Ideal Skills & Qualifications:

• Strong organisational and multitasking skills.
• Excellent communication and interpersonal skills.
• Problem-solving mindset with a customer-service orientation.
• Basic budgeting and vendor negotiation skills.
• Familiarity with workplace technology (e.g. access control systems, visitor management tools)

Preferred Experience:

• 2–4 years of experience in office administration, facilities management, or workplace operations.
• Prior experience working in a fast-paced, professional services or tech environment is a plus.
• Experience coordinating with external vendors and handling building management issues.
• Basic understanding of workplace safety regulations (e.g. fire safety, first aid).
• Certifications in Workplace Safety or Facility Management (e.g. Fire Warden Training, NEBOSH, etc.) are a plus but not mandatory.