Workplace Experience Coordinator, Singapore

Role Title: Workplace Experience Coordinator
Location: Singapore
Department: Real Estate & Workplace Experience
Line Manager: Workplace Experience Manager - APAC
Job Purpose: The Workplace Experience Team is responsible for developing, implementing, maintaining and delivery a first-class Workplace Experience for our employees, visitors and suppliers, creating a Great Place to Work. Proactively manage and resolve local real estate and facilities issues, directly or through support from external partners or other RE&WE colleagues.

PRINCIPLE ACCOUNTABILITIES:
Front of house and administration
- Provide a Front of House service including call handling, meeting/greeting visitors, coordination of conference room bookings, room set up and hospitality.
- Arrange, organise and manage catering for meetings when required.
- Handle & track courier/shipments of goods/documents and ensure proper filing of related documents e.g., Delivery Notes, Shipping Invoice.
- Ordering of business cards - ensure the correct details before approving the artwork for printing.
- Project-managing staff events and socials when required.
- Raise Purchase Requisitions & monitor invoices for office purchases e.g., stationery, business cards, furniture, courier, etc following the Global Procurement process. Managing, forwarding and filing of all invoices received.

Facilities & Health and Safety:

- Manage all compliance and issues in relation to Facilities ensuring appropriate compliance with legislation, code of practice, directives and regulations. Report any concerns or incidents.
- Undertake facilities administration, including but not limited to ensuring vendor/supplier paperwork (RAMs) and liability insurance certificates are up to date and held on file prior to any works commencing, maintain maintenance schedule, facilities asset register, desk occupancy information, updating electronic maintenance records held in SharePoint, vendor/supplier database, method statements etc.
- Ensure all tasks are carried out in compliance with Health & Safety legislation, policy and best practice, reporting any concerns or incidents.
- Ensure all office communication is up to date and in line with company expectations and have relevant, in date information always displayed. Including, but not limited to, office notice boards, Clip frames, floor maps, and fire warden / first aid lists.
- Managing seating plans, including hot desking and visitor co-ordination.
- Supervise office cleaner/janitor to ensure office, meeting rooms & pantry areas are clean and tidy.
- Managing and maintaining of suppliers and vendors relating to the office.
- Maintain an agreed level of stock for common stationery items and consumables in stock room and around the site.
- Ensure proper upkeeping and maintenance of office equipment and liaise with building management/landlord’s agent when required.
- Ensure office security including issuing access passes and key management, raising any concerns. Assist in the management of fire alarm, emergency lights, CCTV, door access systems and emergency exit door control panels.
- Attend to general office upkeep, to ensure the smooth running of all office facilities managing basic maintenance tasks. Support and monitor vendor/suppliers when on site ensuring all jobs are completed to a high standard and within job specification or contract requirements.
- Support any planned office refurbishments or similar projects.
- Updating sustainability and energy data and submitting of utility bills data.
- Waste Management.
- Be the contact person to assist the IT department with overseeing IT equipment (i.e., meeting rooms), office requirements and services.

General:

- To ensure all required processes and policies are created, implemented and filed accordingly and in collaboration with relevant teams eg Procurement, Workplace Health & Safety etc.
- Monthly reporting and/or data capturing.
- Any adhoc duties that are requested from time to time - to undertake any other duties as may reasonably be required in line with the level of responsibility of the post and in order to meet the changing needs of the organisation.

MEASURES OF SUCCESS:

- Completion of tasks within agreed timescales

ESSENTIAL COMPETENCIES, KNOWLEDGE, SKILLS AND EXPERIENCE:

- Ability to communicate effectively, both internally and externally at all levels with good interpersonal and customer service skills with excellent verbal and written communications.
- Be a strong trouble-shooter / problem solver. A highly organised individual capable of multitasking.
- Previous reception and administration experience WITH Facilities and Health and Safety experience
- Awareness and understanding of Facilities and Health & Safety Regulations
- Ability to work well under pressure and to meet deadlines
- Approachable and willing to immerse themselves into the role, culture and company values
- Self-motivating and able to work as part of a team
- Good level of English

BEHAVIOURS:

- Flex