Receptionist cum Workplace Experience Specialist

Receptionist cum 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.
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 requests 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.
Temus is an equal opportunities employer. We welcome applications from all. We do not discriminate by race, religion, belief, ethnicity, origin, disability, age, partnership status, sexual orientation, or gender identity.
We see the diversity of our team as a strategic advantage, and we work actively to maintain it.
By applying for this role, you have read and acknowledge the data privacy statement via this link - temus.com/job-applicant-data-protection/
Seniority level
Associate
Employment type
Full-time
Job function
Administrative
Industries: Business Consulting and Services, Technology, Information and Media, and IT Services and IT Consulting
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