Workplace Experience Specialist (General Admin)

SUMMARY OF THE OVERALL JOB
The Workplace Experience Specialist supports office operations and administrative activities to ensure a smooth working environment and positive employee experience. This role focuses on executing office administration tasks, supporting facility and asset management, maintaining records, and ensuring compliance with internal administrative procedures under supervision.
KEY FUNCTIONS / RESPONSIBILITIES % OF TIME
1. Employee experience and Office culture (execution and support):
- Support the organization of internal office activities and small employee engagement initiatives (e.g. welcome/farewell activities, internal celebrations, office events).
- Assist HR and related departments in implementing office culture and employee experience activities.
- Handle employee requests and inquiries related to office services (workspace, pantry, facilities).
- Support preparation, logistics, and coordination for internal events and office programs
2. Office and Facility management (day-to-day operations)
- Handle daily office administration tasks to ensure smooth office operations.
- Act as the focal point to coordinate with external vendors and service providers, including but not limited to: electricity, waters and pantry supplies, office cleaning, maintenance services, office repair, taxi, internet, telephone and other office-related service
- Support the administration and tracking of service contracts with office-related vendor including contract filing, validy tracking and renewal reminders. Prepare and coordinate with Finance and Accounting for payment processing.
- Support arrangement of office supplies, refreshments and consumables.
3. Asset and Inventory Management
- Support tracking and updating records of office assets and inventory.
- Assist in asset handover, collection, and checking during onboarding, internal transfer, or employee exit.
- Maintain asset and inventory logs and support periodic stock checks.
- Report asset loss, damage, or discrepancies for further handling.
- Ensure assets are used according to internal rules and guidance
4. Administrative support (Reception and Office support):
- Support registration and coordination for employees and visitors entering/leaving the office when required.
- Welcome guests, support basic reception tasks, and serve water/refreshments for visitors.
- Prepare meeting rooms for external meetings or company events (setup, water, basic stationery, cleanliness).
- Support on-site arrangements during internal events or activities held at the office.
5. Document records management and seal affixing process control:
- Store and manage original hard copies of administrative contracts, appendices, and contract liquidation documents.
- Ensure proper filing, safekeeping, and traceability of contracts and related documents.
- Support administrative preparation for seal affixing in accordance with internal procedures.
- Check document complete before submitting for seal affixing
Other tasks assigned by Manager