Workplace Operations Specialist

About the Company

Cover Genius is a Series E Insurtech that protects the global customers of the world’s largest digital companies including Booking Holdings, owner of Priceline, Kayak and Booking.com, Intuit, Hopper, Skyscanner, Ryanair, Turkish Airlines, Descartes ShipRush, Zip and SeatGeek. We’re also available at Amazon, Flipkart, eBay, Wayfair and SE Asia’s largest company, Shopee.

Our partners integrate with XCover, our award-winning insurance distribution platform, to embed protection for millions of customers worldwide each year. Our team and products have been recognized with dozens of awards including by the Financial Times who ranked Cover Genius as the #1 fastest growing company in APAC in 2020. Our diverse team across 20+ countries and many language groups commits itself to diverse cultural programs, in particular “CG Gives” which makes social entrepreneurs out of us all and funds development initiatives in global communities.

Our People are Bold, Authentic, Purposeful and Inspired  

Our People are not Perfect, Traditional, Complacent or Cautious 

About the Role

As a Workplace Operations Specialist on our Workplace Operations Team, you will bring our purpose to life by working at the very heart of our business as an innovator across all administration and service areas relating to our business operations and offices. You will be responsible for overseeing daily office operations, managing facilities, coordinating workplace services, and carrying out key operational tasks to support business needs. From supporting marketing events to reconciling T&E receipts and reviewing procurement requests, you will collaborate with cross-functional teams to optimize processes, maintain a safe and welcoming work environment, and support overall company operations.

To drive success in this role, you bring strong organizational and interpersonal skills, basic hands-on knowledge of operating AV systems and workplace applications, and a proactive, collaborative, team-first mindset.

As the Workplace Operations Specialist, you will:

• Build and maintain strong relationships with key stakeholders across the organization.

• Oversee day-to-day workplace operations, service offerings, and office environments.

• Manage vendor relationships and performance to ensure seamless service delivery.

• Own and monitor the workplace operations budget for your specific location.

• Assist with T&E reconciliation, employee follow-ups, and expense processing.

• Support company procurement activities and vendor onboarding.

From managing day-to-day facility operations to executing strategic workplace initiatives, your work will directly shape how our offices feel and function. Whether streamlining internal processes, supporting workplace safety, ensuring compliance, or jumping in to assist business needs, your impact will be felt across our hubs. Regular collaboration with team members and office leadership will be key to keeping our work environments safe, compliant, productive, and reflective of our vibrant culture and commitment to excellence.

Key Responsibilities

Workplace Administration

• Maintain workplace organization, space planning, and seating layouts.

• Manage office and kitchen supply inventories, as well as general operational asset tracking.

• Handle incoming and outgoing mail, deliveries, and courier packages.

• Provide general administrative support to ensure the smooth, day-to-day running of the office.

• Serve as the primary point of contact for workplace-related inquiries and address employee concerns promptly.

• Coordinate lunches, catering, and internal office events.

• Facilitate office tours, welcome orientations, and equipment distribution during new employee onboarding.

• Manage equipment collection, return processing, and badge/access deactivation during offboarding.

• Monitor and manage the local office operational budget, driving cost-effective solutions for supplies, utilities, and vendor services.

Facility Management

• Oversee meeting room bookings, calendar management, room setups, and basic AV support.

• Ensure overall workplace cleanliness, organization, and facility maintenance standards.

• Manage security systems, badge creation, and access control protocols.

• Establish strong, positive working relationships with property management and external vendors.

• Ensure the workplace complies with local health, safety, and environmental standards.

• Implement health protocols as needed and support workplace wellness initiatives.

Procurement & T&E

• Review, track, and process purchasing and procurement requests.

• Assist with T&E expense reconciliation, receipt follow-ups, and month-end financial close support.

• Provide documentation and support during internal and external audit requests.

Social Responsibility

• Assist with the planning and execution of office sustainability initiatives.

• Support community outreach programs (e.g., CG Gives), including charitable research, volunteer days, and fundraising events.

Event Management

• Help secure event venues, catering, audiovisual support, and decorations as needed.

• Plan and organize team-building activities, social hours, and seasonal celebrations.

• Assist with overall event logistics, planning, and execution.

• Liaise closely with the Marketing Team to support regional or office-hosted marketing events.

• Perform other duties and ad-hoc projects relevant to the role as needed.

What You Will Bring

• 4+ years of experience in office management, facilities management, or related workplace operations roles.

• Bachelor’s degree in a relevant field (or equivalent practical experience).

• Proven experience managing competing priorities while delivering high-quality work in a fast-paced environment.

• Strong adaptability, resourcefulness, and quick-thinking problem-solving skills when plans change.

• Experience collaborating effectively with cross-cultural teams, supported by excellent communication skills.

• High attention to detail, flexibility, and an innovative, out-of-the-box mindset.

• Solid understanding of workplace health, safety, emergency, and security protocols.

• Demonstrated ability to manage local operational budgets and negotiate effectively with vendors.

What You Will Have

• Proactiveness: Ability to anticipate operational bottlenecks or disruptions and implement preventive solutions.

• Problem-Solving & Adaptability: Quick to resolve unexpected issues and pivot to meet evolving workplace needs.

• Resilience: Maintains a positive, solutions-oriented attitude, especially during high-volume or challenging situations.

• Communication & Stakeholder Management: Skillfully liaises between employees, leadership teams, building management, and external vendors.

• Customer Service Orientation: Views employees as internal customers and is passionate about delivering an exceptional workplace experience.

• Analytical Thinking: Capability to assess complex operational scenarios, streamline processes, and drive effective cost controls.

Why Cover Genius?  

Cover Genius not only cares about being the best in our industry, we care about our team. We’re a business that understands life can be fluid and so we flex to ensure we provide the environment to suit that. What does that mean?  

• Please note that this is a fully on-site position requiring 5 days a week in the office, Monday through Friday.

• Global company, with the opportunity to work from any of our offices for 4 weeks a year

• Employee Stock Options - we want our people to share in our success, we reward them with ownership for their contribution in creating a world-class company.

• Work with like-minded people who are passionate about both the work we're doing and giving back. Our CG Gives programs enables us to all become philanthropists through our peer recognition and rewards system.

• Social Initiatives - pictures speak a thousand words!

Sound interesting? If you think you have the best composition of the above, send us your resume and let's chat!

* Cover Genius promotes diversity and inclusivity. We don't tolerate discrimination, demeaning treatment of anyone, or harassment due to race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or any other legally protected status.

By submitting your application, you acknowledge that we may collect, store and process your personal data for recruitment purposes. To ensure a fair evaluation, we may use AI to assist in sorting applications, but all final decisions are made by our hiring team and no candidate dispositions are automated. We will keep your information on file for three years from the date of your application.  For detailed information about how we handle your data and our use of AI, please review our full Privacy Policy.