Workplace and Admin Specialist

Job Roles and Responsibilities

Skills and Knowledge:

● Excellent communication skills with the ability to build effective working relationships across all

levels of the organization and vendors

● Highly organized and detail-oriented with proven project management and multitasking abilities

● Demonstrated ability to handle sensitive and confidential information with a high degree of

discretion and professionalism

● Proactive and analytical mindset, capable of generating, interpreting, and reporting

weekly/monthly data to support informed decision-making and continuous process improvement

● Proficient in productivity and collaboration tools such as Google Workspace, Microsoft Office

Suite, Zoom, Slack, Canva, DocuSign, and procurement-tracking software

Duties and Responsibilities:

● Workplace and Facilities Management

○ Maintain a clean, safe, and fully functional office environment in compliance with health

and safety standards (e.g., OSH).

○ Manage meeting room and venue reservations, building access, and office security

protocols (e.g., RFID enrollment, gate passes, visitor permits).

○ Oversee pantry and storage areas, including regular inventory checks and replenishment

of office supplies.

○ Coordinate workspace setup for new hires, including desks, equipment, and essential

tools of work (e.g., company IDs, business cards).

○ Maintain strong relationships with building management and security vendors, and serve

as the key coordinator for fire, earthquake, and other emergency response protocols.

● Logistics and Administrative Operations

○ Coordinate the delivery and retrieval of important documents, including check/payment

collections, bank errands, and government-related transactions.

○ Maintain accurate records of all logistical activities and liaison efforts.

○ Facilitate efficient communication and coordination with internal departments and external

partners.

○ Perform general administrative and clerical tasks to support daily operations.

● Procurement and Asset Management

○ Manage the full procurement process, from vendor sourcing and purchase order creation

to delivery tracking.

○ Track and maintain inventory of office assets (e.g., laptops, devices, furniture), and

collaborate with the Infra Team on technical issues or policy breaches.

○ Build and maintain strong supplier relationships, ensuring timely vendor accreditation,

contract management, and adherence to budget guidelines.

○ Work closely with Governance and Finance teams to monitor expenses and implement

cost-effective procurement practices.

● People and Governance Operations Support

○ Assist in maintaining up-to-date employee and company records, including 201 files,

employment contracts, compliance documentation, certifications, and business licenses.

○ Organize and ensure secure storage of physical and digital confidential documents.

○ Support planning and execution of internal and external events such as town halls,

team-building activities, office celebrations, and holiday events.

○ Coordinate event logistics including venue setup, vendor and supplier engagement,

catering arrangements, and procurement of event materials.

Job Qualifications

Basic Qualifications:

● Academic Background: A Bachelor's Degree in Human Resources, Business Administration,

Logistics, or a related field.

● Relevant Work Experience:

○ 5+ years of experience in Human Resources, preferably in people operations, facilities

management, logistics, or procurement

○ Familiarity with HR best practices, employment laws, workplace management best

practices, workplace safety regulations, and compliance standards (OSH)

○ Knowledge of procurement software and tools is preferred