Workplace Experience Manager

Our Values:

Dream big

—Be visionary, strategic, and open to innovation

Build great things

—Work in service of our users, always improving and pushing higher

Operate as an owner

—Take responsibility with bold decision-making and bias for action

Win like a sports team

—Be trusting and collaborative while empowering others

Learn and grow fast

—Never stop learning and iterate fast

Share our passion

—Share ideas and practice enthusiasm and joy

Be user obsessed

—Empathetic, inquisitive, practical

About the Team:

The Workplace Experience team shapes how Goodnotes comes to life beyond the screen. We manage global office operations, design spaces that foster hybrid collaboration, and craft experiences that connect our people. With offices in Hong Kong and our London headquarters, our mission extends beyond managing facilities — we create environments that motivate people to return for face time, collaboration, and productivity. We also care deeply about the remote experience, treating the virtual workspace as an extension of our offices. We lead and manage initiatives such as travel arrangements, office exchange programs, and office-related perks (including meal offerings and travel subsidies) to strengthen connection and belonging across locations. Above all, we aim to cultivate an inclusive and diverse workplace culture — one that values different perspectives and enables everyone to do their best work and genuinely enjoy doing it.

About the role:

We are seeking an experienced and proactive Workplace Experience Manager to establish and grow our Singapore office. This role goes beyond the initial setup; it involves building and leading a capable local office team that supports both Singapore operations and global administrative functions, including vendor management, People Operations / HR coordination, workplace experience initiatives, and culinary operations. The ideal candidate combines strong operational and leadership skills with a people-first mindset, a passion for cultivating inclusivity, and a drive to create environments that enable collaboration and connection across regions (Hong Kong, London, and beyond).

Key Responsibilities: Office Setup & Facilities Management

• Lead the selection, leasing, and setup of the Singapore office, coordinating with landlords, designers, and contractors.
• Oversee fit-out, procurement, and vendor engagement to deliver a functional, high-quality, and compliant workspace.
• Manage daily facilities operations: front-of-house, maintenance, cleaning, security, and pantry services.
• Build and maintain vendor and supplier relationships, ensuring service quality and cost efficiency.
• Ensure compliance with Singapore workplace health, safety, and building regulations.

Office Operations

• Lead the selection, leasing, and setup of the Singapore office, coordinating with landlords, designers, and contractors.
• Oversee fit-out, procurement, and vendor engagement to deliver a functional, high-quality, and compliant workspace including an in-house kitchen.
• Manage daily facilities operations: front-of-house, maintenance, cleaning, security, and pantry services.
• Build and maintain vendor and supplier relationships, ensuring service quality and cost efficiency.
• Work closely with Group Workplace Experience Lead to hire and manage a team of chefs to deliver in-house catering for daily meals and company events.
• Coordinate with regional Workplace Experience teams to align standards and workflows.
• Ensure compliance with Singapore workplace health, safety, and building regulations.

People Operations / HR Coordination

• Partner closely with HK and London People Operations / HR teams and the Group Compensation & Benefits Specialist to administer local benefits and workplace policies.
• Support basic people operations including onboarding, attendance tracking, and local compliance for both onsite and remote Singapore staff.
• Maintain awareness of Singapore employment laws, CPF, and taxation for benefits and income.
• Serve as the local People Operations / HR liaison for Singapore employees regarding benefits, compliance, and workplace experience.
• Contribute to office-related perks and employee engagement programs such as meal offerings, travel subsidies, and team experiences that promote a positive and inclusive workplace culture.

Building and Leading the Local Office Team

• Recruit, train, and manage Singapore-based admin, facilities, and culinary staff, creating a strong operational foundation for both local and global support functions.
• Provide at least 2 years of demonstrated leadership or people management experience, guiding junior staff and fostering collaboration.
• Create clear workflows, documentation, and service standards for office support, travel coordination, and vendor management.
• Establish a culture of ownership, service excellence, inclusivity, and cross-regional collaboration within the team.

Budgeting, Compliance & Administration

• Work with Group Fiance team and manage office and administrative budgets, including kitchen and catering operations.
• Ensure operational compliance with Singapore laws and company standards.
• Initiate and handle related items with the Legal and Finance teams, including contract reviews, compliance matters, and policy documentation.
• Oversee insurance, business continuity planning, and vendor contract renewals.
• Develop and maintain office policies to support hybrid and remote work models.

Cross-Regional Collaboration

• Liaise with global offices (Hong Kong, London) for alignment on operations, policies, and projects.
• Support cross-office initiatives, exchanges, and events, including visits, offsites, and coordination for leadership travel.
• Ensure Singapore operations are fully integrated into global workflows and communication channels.

Travel, Exchange & Global Workplace Experience (Good to Have)

• Experience managing or supporting corporate travel arrangements for staff and visitors (bookings, accommodations, visa support, policies).
• Coordinate or assist in office exchange programs that foster cross-office learning and connection.
• Collaborate with the global Workplace Experience team on travel- and office-related initiatives, including perks, subsidies, and cultural exchanges.
• Experience maintaining or improving internal travel procedures with global admin and finance teams.

Requirements:

• 5–7 years of experience in office, facilities, or operations management (preferably in Singapore).
• Minimum 2 years of leadership or people management experience, overseeing direct reports or vendors.
• Proven success in office setup, relocation, or expansion projects, ideally including kitchen or facilities builds.
• Experience managing vendors, budgets, and procurement in both office and food service contexts.
• Familiarity with Singapore employment law, workplace compliance, and benefits/income tax regulation.
• Excellent organizational, communication, and stakeholder management skills.
• Fluent English required; additional languages are an advantage.
• Proficient in Microsoft Office Or Google Workspace, collaborative tools like quip, slack and Notion.
• Flexible schedule to coordinate with global time zones (HK and London).

Value-Added Experience (Nice to Have):

• Experience managing corporate travel programs, culinary teams, or employee perks.
• Exposure to multi-site or regional (APAC/global) operations.
• Background in project management or facilities certification (e.g., PMP, IWFM).
• Prior work with Compensation & Benefits frameworks or HRIS tools.
• Existing vendor or landlord relationships in Singapore's commercial and F&B sectors.

Interview Process:

1. Introductory call with a member of our Talent Acquisition team. We want to learn more about your background, what excites you about this role, and why you'd like to join Goodnotes.
2. Take Home Assignment
3. Role specific interview to discuss your experience and skills in detail
4. Panel Interview- A meet-the-team call with 2 or 3 Goodpeople you'd be working closely with at Goodnotes
5. Final Interview with the Hiring Manager.
6. An AI literacy interview

Why Join Goodnotes:

• Budget for things like noise-cancelling headphones, setting up your home office, personal development, professional training, and health & wellness
• Sponsored visits to our Hong Kong or London office every 2 years
• Company-wide annual offsite
• Flexible working hours and location
• Medical insurance for you and your dependents

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