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Open nowPosted 15 days ago

Workplace Experience Coordinator

MyCareersFuture94,028 open roles

Pay
SGD 3,000 – SGD 3,500 a month
Where
Central, Singapore
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Your applicationOpen nowWorkplace Experience CoordinatorMyCareersFuture · Central, Singapore

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The clock on this job

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7.8% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
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  2. 3.4%3 days
  3. 7.8%7 days
  4. 14.3%14 days
  5. 33.7%30 days
This job: posted 15 days ago

The posting

Role Purpose

The Workplace Experience Coordinator supports the day-to-day delivery of Gartner's Workplace Experience, ensuring the office remains safe, functional, efficient, and welcoming for associates, clients, and visitors.

As the face of Gartner and a central point of contact for workplace requirements, the Workplace Experience Coordinator delivers a positive and seamless workplace experience through the coordination of front-of-house services, workplace operations, vendor activities, office readiness, inventory, meeting support, and facilities administration.

What You Will Need

  • Experience in workplace operations, facilities coordination, office administration, reception, hospitality, customer service, or office coordination is preferred.
  • Experience in hotels, restaurants, airlines, or other customer-facing hospitality environments is highly advantageous.
  • Strong spoken and written communication skills, with the ability to interact effectively with people at all levels.
  • Tech-savvy, with proficiency in Microsoft 365 applications and the ability to quickly learn workplace technologies and systems.
  • Strong organizational, interpersonal, and problem-solving skills, with excellent attention to detail.
  • Ability to manage multiple priorities and tasks, take initiative, and work independently with minimal direction in a fast-paced environment.
  • Proactive, hands-on, and accountable, with a strong sense of ownership for delivering a positive workplace experience.
  • Ability to work additional hours when operationally required.

What You Will Do

Workplace Operations

  • Support daily workplace operations and conduct routine workplace inspections using established procedures, manuals, and checklists.
  • Inspect, record, escalate, and follow through on cleaning, repair, maintenance, and workplace presentation issues until resolution.
  • Coordinate new-hire onboarding and associate departures, including inductions, welcome kits, locker allocation, and building access cards, as applicable.
  • Support workstation moves, office changes, business continuity activities, and the consistent application of workplace standards.
  • Process business cards, staff name tags, and other office print requests.
  • Understand the operation and basic care requirements of office equipment, including coffee machines, dishwashers, microwaves, refrigerators, and similar appliances.

Vendor & Facilities Coordination

  • Coordinate maintenance activities with vendors, service providers, and building management, including raising and monitoring service tickets where applicable.
  • Monitor vendor performance and support the effective delivery of contracted workplace services.
  • Process purchase requests and supplier invoices in Coupa accurately and within required timelines.
  • Process and coordinate courier, mail, delivery, and related logistics requests.

Hospitality & Workplace Services

  • Coordinate hospitality requests, including catering, events, meeting-room setups, and office activities.
  • Maintain meeting rooms and ensure they are refreshed and ready after each use, including resetting furniture and identifying cleaning or maintenance needs.
  • Support the daily readiness and cleanliness of kitchen and pantry areas and equipment.
  • Conduct office-supplies audits and manage the efficient purchasing, storage, restocking, and inventory control of workplace, pantry, and consumable supplies.

Associate Experience & Service Delivery

  • Create a positive day-to-day workplace experience by responding to associate requests and providing practical support for the use of office facilities and services.
  • Guide associates in the use of Gartner workplace technologies, office-space platforms, and security systems.
  • Act as a central point of coordination for workplace and front-of-house requirements from associates and guests.
  • Build strong workplace relationships and proactively identify opportunities to improve the associate experience.

Guest, Client & Visitor Experience

  • Welcome clients, visitors, and associates in a professional manner, understand their requirements, provide general information, and connect them with the appropriate Gartner contact.
  • Answer front-of-house enquiries clearly, positively, and professionally, ensuring a high standard of customer care.
  • Ensure visitors and associates follow visitor management, office access, and security requirements.
  • Act as the central communication link between associates, visitors, and the Global Real Estate team for workplace and front-of-house requirements.
  • Maintain front-of-house and common areas so they remain clean, functional, safe, and guest-ready at all times.

Administration, Reporting & Continuous Improvement

  • Maintain accurate workplace documentation, operational records, checklists, and service information.
  • Produce operational reports and provide updates on workplace issues, service performance, and required actions.
  • Support continuous-improvement initiatives that strengthen service quality, efficiency, and the overall workplace experience.
  • Maintain confidentiality and exercise a high level of integrity when handling documents and information.

Teamwork & Stakeholder Coordination

  • Work closely with the Global Real Estate team to support the effective delivery of workplace experience and front-of-house services.
  • Provide backup support within the staffing structure and, where appropriately trained and authorized, cover relevant duties of another team member during absence or sickness to maintain service continuity.
  • Build effective working relationships with associates, clients, visitors, building management, vendors, and internal teams to achieve the objectives of the role.

Health, Safety & Compliance

  • Conduct routine safety inspections, report incidents, and escalate hazards or compliance concerns in accordance with applicable procedures.
  • Maintain first-aid supplies and support workplace emergency-readiness requirements.
  • Serve as a First Aid Officer and/or Fire Warden, subject to completion of required training and formal appointment.
  • Support the maintenance of an appropriate number of trained First Aid Officer and Fire Warden volunteers within the office.
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