Senior Specialist - Office & Employee Experience

This is a rare opportunity to join our growing Asia-Pacific business and work for a global brand full of potential, in a challenging environment and alongside enthusiastic colleagues.

As Senior Specialist - Office & Employee Experience, you will report directly to the HR Director – Asia Pacific. You can also expect a great working environment in a central Singapore location, along with a competitive package and attractive fringe benefits.

Description and reporting line

The Senior Specialist - Office & Employee Experience is responsible for ensuring the smooth day-to-day operation of the Singapore office while providing administrative support across HR, employee engagement, facilities management, and executive travel coordination. The role is instrumental in delivering a positive employee and visitor experience, maintaining efficient workplace operations, and supporting key people and organizational initiatives.

Location: Singapore

Key Responsibilities

Office Administration, Facilities & Operational Support

• Coordinate the smooth day-to-day operation of the office, ensuring a safe, professional, and well-maintained workplace environment.
• Manage office facilities, including pantry supplies, stationery, office consumables, meeting rooms, reception services, visitor management, and general office inventory.
• Liaise with building management, service providers, suppliers, and other external partners to support office operations and facility requirements.
• Coordinate office maintenance, workplace services, and ensure adherence to workplace standards, cleanliness, and safety requirements.
• Support procurement and administrative processes, including raising purchase orders, processing invoices, maintaining service agreements, and monitoring office-related expenditure in accordance with company policies.
• Collaborate with internal stakeholders and external service providers to ensure the timely and efficient delivery of office and workplace services and an optimal employee and visitor experience.

Employee Experience & Engagement

• Plan and coordinate employee events, celebrations, wellness activities, and engagement initiatives.
• Support the execution of company-wide events, festive celebrations, recognition programs, and team activities.
• Assist in creating a positive and engaging workplace culture.

HR Administration & Onboarding Support

• Provide administrative support across HR operations and employee lifecycle activities.
• Coordinate onboarding logistics for new hires, including workspace setup, access cards, equipment requests, and welcome arrangements.
• Support document management and maintenance of employee records.
• Assist with HR communications and administrative processes as required.

Internal Communications & Corporate Events

• Support the development and coordination of office and employee communications.
• Organize and coordinate Town Halls, leadership meetings, employee forums, and internal events.
• Manage event logistics, venue setup, communications, attendance tracking, and related administrative activities.
• Ensure professional and seamless event experience for employees and leadership teams.

Executive Travel Support

• Provide travel coordination support for Directors and senior leaders.
• Coordinate visa applications and supporting documentation for business travel.
• Assist with travel expenses and reimbursement submissions.
• Ensure compliance with company travel and expense policies.

Qualifications & Experience

• Diploma or Bachelor's Degree in Business Administration, Human Resources, Office Management, or a related discipline.
• Minimum 3 to 5 years of experience in office administration, workplace operations, HR administration, or executive support.
• Experience supporting a regional or multinational environment is preferred.
• Experience with purchase order processing, vendor management, and event coordination is advantageous.

Skills & Competencies

• Strong organizational and multitasking skills with excellent attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong stakeholder management and interpersonal skills.
• Excellent written and verbal communication skills.
• Customer-focused mindset with a proactive and service-oriented approach.
• Proficiency in Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Professional, discreet, and trustworthy when handling confidential information.

Success Measures

The successful incumbent will:

• Maintain an efficient, safe, and well-managed workplace environment.
• Deliver a positive experience for employees, visitors, and stakeholders.
• Ensure smooth onboarding and employee engagement activities.
• Build strong vendor partnerships while ensuring cost-effective operations.
• Execute leadership events and Town Halls seamlessly.
• Provide high-quality travel and administrative support to senior leaders.