Workplace Services Executive

Workplace Services Executive

At Kalmar, we are moving goods in critical supply chains around the world. As the forerunner in sustainable material handling equipment and services, we set the industry benchmark for a zero-emission future. We are driven by teamwork, innovation, and taking ownership to deliver results. With our global reach and local expertise, our success starts with a strong focus on the customer, ensuring their needs guide our daily work. We are dedicated to respecting others and fostering an inclusive culture where all voices are heard, empowering us to succeed together. With us, your work has an impact. Your work moves the world!

Join us and take your career to the next level

As a Workplace Services Executive, you will be responsible for the smooth and efficient day-to-day operation of our office in Singapore, ensuring a safe, functional, and welcoming workplace for employees and visitors. You will oversee office administration, facilities coordination, vendor management, and workplace services while working closely with HR, Finance, IT, and external service providers. Based in Singapore, this role plays a pivotal part in driving employee experience, supporting workplace improvement projects, and maintaining operational standards across our physical workspace.

What are your key responsibilities:

• Office & Facilities Operations: Manage day-to-day office operations and upkeep, coordinating maintenance, repairs, cleaning, security, pest control, access cards, and meeting rooms. Ensure the office is maintained in a safe, clean, and professional condition, while supporting office moves, renovations, and space planning initiatives.
• Vendor & Contractor Management: Liaise with building management, contractors, and service providers, obtaining quotations and managing procurement for office-related goods and services. Monitor vendor performance, maintain contract and warranty records, and track facilities-related invoices for timely processing.
• General Administration & Logistics: Manage office supplies, stationery, pantry inventory, furniture, mail, courier services, and deliveries. Provide comprehensive administrative support for internal meetings, company events, town halls, and employee activities.
• Workplace & Employee Experience: Serve as the primary point of contact for employee workplace requests and workstation setups during onboarding. Collaborate with HR on employee engagement initiatives, promote workplace etiquette (such as clean-desk policies), and gather employee feedback to enhance workplace facilities.
• Health, Safety & Compliance: Ensure compliance with building management guidelines and workplace health and safety (HSE) standards. Coordinate emergency preparedness activities (such as fire drills), maintain safety documentation, and promptly escalate facilities or safety risks.
• Budgeting & Cost Management: Support the preparation and tracking of the annual administration and facilities budget. Monitor expenses, ensure purchases comply with company procurement policies, and identify opportunities for cost efficiency.

What we offer you:

"If you take the initiative, leaders are there to support your next step. The opportunity is real."

• Rewards that truly count: We create opportunities for growth through diverse experiences and uphold fair, gender-neutral pay, fostering a culture built on equity, empowerment, and continuous development. We also offer a comprehensive rewards package which combines flexibility, wellness, and recognition.
• Safety that moves us forward: Build your career with a company rooted in safety since the 1940s, ensuring stability and an environment that empowers you to speak and be heard.
• People who move together: You’ll collaborate with people who build lasting relationships through global expertise, connections, and a commitment to sustainability.
• Purpose that drives change: You’ll contribute to solutions that transform global trade, creating environmental and operational innovations. You’ll be in the driver’s seat of ideas, developing digital technologies that set industry standards and position us as the forerunner.

Become part of our global network of 5,200 professionals across 120+ countries, where your work drives innovation, sustainability, and meaningful impact around the world.

What you bring to the role:

• Qualifications: Diploma or Degree in Business Administration, Facilities Management, Building Management, Hospitality, Property Management, or a related discipline.
• Professional Experience: 3–5 years of relevant experience in office administration, facilities management, or workplace services within a corporate office environment. Experience coordinating external vendors, contractors, and building management is required; exposure to office moves, renovations, or workplace improvement projects is an advantage.
• Technical & Operational Knowledge: Basic knowledge of workplace health and safety, building management, emergency procedures, budgeting, purchase orders, and invoicing. Familiarity with facilities/workplace management or procurement systems is advantageous.
• Core Competencies: A service-oriented, proactive, and resourceful problem solver with strong organizational, communication, and coordination skills. Detail-oriented with the ability to manage multiple priorities and build strong working relationships with diverse stakeholders.

Ready to elevate your career? Apply today!

We encourage you to submit your application as soon as possible. Interviews will be conducted on a rolling basis, and the position will be filled as soon as the most suitable candidate is identified.

Closing date: 6 November 2026

About Kalmar

Kalmar (Nasdaq Helsinki: KALMAR) is moving goods in critical supply chains around the world, with the vision to be the forerunner in sustainable material handling equipment and services. The company offers a wide range of industry shaping heavy material handling equipment and services to ports and terminals, distribution centres, manufacturing and heavy logistics. Headquartered in Helsinki, Finland, Kalmar operates globally in over 120 countries and employs approximately 5,200 people. In 2024, the company's sales totalled approximately EUR 1.7 billion. https://www.kalmarglobal.com/