Workplace Experience Coordinator

Workplace Ambassador

Location: Singapore
Employment Type: Full-time
Reports To: Facilities Manager / Workplace Services Manager

About the Role

The Workplace Ambassador serves as the first point of contact for all visitors, employees, and vendors, delivering exceptional workplace experiences through professional reception services and comprehensive facilities coordination. This role combines front-of-house excellence with operational support, ensuring seamless daily operations and maintaining the highest standards of workplace presentation.

Key Responsibilities

Reception & Front-of-House Services

• Serve as the primary point of contact, greeting all visitors, employees, and vendors with professionalism and warmth
• Answer, screen, and direct incoming calls promptly and courteously
• Ensure reception desk coverage at all times during operational hours
• Manage visitor registration, assist visitors to meeting rooms, and oversee visitor management systems
• Maintain a consistently professional and workspace environment

Administrative Support

• Coordinate meeting room and flex office bookings through reservation systems
• Manage incoming and outgoing mail and parcel deliveries, including internal distribution
• Create mail slots for new hires and retrieve mail slots for resigned employees
• Communicate delivery notifications to users in a timely manner
• Handle badge management and access requests
• Respond to general enquiries and provide information to stakeholders
• Record all received cheques and arrange monthly courier services for deposited cheques and invoices

Facilities Coordination

• Conduct daily inspections of reception and lobby areas to identify facilities defects
• Ensure all equipment, AV devices, and stationery supplies are in good working condition and adequately stocked
• Document inspection findings and maintain accurate records
• Create, manage, and track service request tickets through the facilities management platform (Corrigo)
• Prioritize and coordinate prompt response to service requests
• Update Action Trackers and system records regularly

Meeting Room & AV Equipment Management

• Manage meeting room setup requests according to user specifications
• Set up, test, and ensure AV and audio equipment functionality before meetings commence
• Oversee portable and mobile AV device inventory and management
• Conduct pre-meeting checks to check optimal meeting conditions

Vendor & Compliance Management

• Coordinate Permit-to-Work (PTW) documentation and communications
• Ensure vendor work permits, Safe Work Method Statements, and Risk Assessments are submitted to building management for approval
• Verify service validation documentation is complete and compliant
• Liaise with security team regarding door access and security-related issues
• Verify accuracy of all incoming deliveries and document receipt of goods

Asset & Project Support

• Execute asset retirement processes and maintain accurate system updates
• Support on-site projects and ad-hoc requests as required
• Coordinate with various stakeholders to resolve operational issues efficiently

Key Performance Indicators

• Service request response time and resolution rates
• Meeting room setup accuracy and timeliness
• Visitor satisfaction scores
• Compliance with safety and documentation requirements
• Facilities inspection completion and defect reporting
• Reception desk coverage and availability

Qualifications & Requirements

Essential

• Minimum GCE 'O' Level, ITE, Diploma, or equivalent qualification
• Prior experience in reception, front office, or facilities coordination roles
• Excellent interpersonal and communication skills in English (written and verbal)
• Strong customer service orientation with a professional demeanor
• Proficiency in Microsoft Office applications (Outlook, Word, Excel)
• Ability to multitask and prioritize in a fast-paced environment
• Strong attention to detail and organizational skills
• Team player with a proactive, solution-oriented approach

Desirable

• Experience with facilities management systems (e.g., Corrigo)
• Knowledge of workplace safety protocols and permit-to-work processes
• Experience in corporate or commercial office environments
• Bilingual capabilities to support diverse workplace communities

Working Conditions

• Standard office environment based at client site
• May require occasional flexibility in working hours to support business needs
• Physical ability to conduct facility inspections and move light AV equipment

What We Offer

• Opportunity to be the face of a premium workplace environment
• Professional development and training opportunities
• Collaborative team culture focused on service excellence
• Competitive compensation and benefits package