Job Information
Publicis Groupe Workplace Experience Administrative in Singapore, Singapore
Company description
Publicis Groupe is not just a company you work for; it’s a platform for you to take your talent to the world.
If you want to help change the world, ideas alone are not enough. Real impact can only come from having meaningful access to a world of knowledge, people and resources. At Publicis Groupe, you are connected to our global network, intelligence, tools, clients, brands and 80,000 brilliant minds with expertise in data, technology, media, strategy, creativity and business transformation, all literally at your fingertips.
Go ahead, the world is waiting.
Publicis Groupe is the third largest communications group in the world. Founded in Paris in 1926, we are present in more than 100 countries as leaders in marketing, communication, and digital business transformation. Two of its biggest solution hubs in Singapore - Publicis Communications and Publicis Media & Digital.
Publicis Communications, the creative communications hub of the Publicis Groupe, is a collective of the most passionate, purposeful, and progressive creative agencies in Singapore. They are Publicis Worldwide, Leo Burnett, Saatchi & Saatchi, Prodigious, and MSL.
Publicis Media & Digital, which is comprised of global media agency brands Starcom, Zenith, Spark Foundry, and Performics, is powered by digital-first, data-driven global practices that together, help our clients navigate the modern media landscape.
Our two other solution hubs, Publicis Sapient and Publicis Commerce, empower businesses to embrace digital transformation and equip them with a total commerce experience.
Overview
The Workplace Experience Administrator will work closely with the Workplace Experience Manager (Facilities and Events) to create a welcoming, efficient, and engaging environment for employees and visitors. This role is pivotal in ensuring that the office operates smoothly, events are executed seamlessly, and the workplace remains a vibrant, healthy, and productive space.
Responsibilities
Space Management:
Office Layout Maintenance : Maintain the condition of office space layout to ensure a comfortable and productive environment for employees.
Locker Allocation : Manage the assignment and relocation of lockers, ensuring that employees have appropriate storage spaces.
Storage Allocation : Manage the assignment and relocation of shared cabinets, ensuring that teams have appropriate storage spaces.
Space Optimization : Identify opportunities to make better use of available space, such as through the adoption of hot-desking, open-plan offices, or collaborative work areas.
Compliance : Ensure that the office layout complies with safety regulations and accessibility standards.
Hospitality Services:
Reception Management : Oversee the reception area to ensure visitors are greeted professionally and courteously. This includes managing front desk staff and handling visitor logs.
Client and Guest Services : Arrange for refreshments, meeting room setups, and other hospitality needs for clients and visitors.
Employee Amenities : Ensure that amenities such as coffee machines, snack areas, and common spaces (eg, Nursing/Prayer rooms, etc) are well-maintained and stocked.
Security and Safety:
Access Control : Manage security systems, including QR accesses and biometric access controls, to ensure only authorized personnel enter restricted areas.
Surveillance Systems : Oversee the installation, maintenance, and monitoring of CCTV cameras and other security systems (only as needed)
Emergency Procedures : Develop and implement emergency response plans, including fire drills, evacuation procedures, and first aid readiness.
Health and Safety Compliance : Ensure the office complies with first aid health and safety regulations.
Housekeeping:
Cleanliness Standards : Maintain high standards of cleanliness throughout the office, including workstations, restrooms, pantries, and common areas, etc.
Cleaning Staff Supervision : Manage the cleaning staff or external cleaning services, ensuring they follow schedules and meet cleanliness standards.
Waste Management : Oversee waste disposal and recycling programs to ensure environmental compliance and office hygiene.
Storekeeping:
Inventory Management : Maintain an inventory of office supplies, including stationery, kitchen supplies, and other essential items.
Ordering and Stocking : Ensure timely ordering and restocking of supplies to prevent shortages. Negotiate with suppliers for the best rates and terms.
Asset Tracking : Keep track of office equipment and furniture, ensuring they are well-maintained and accounted for.
Budget Management : Manage the budget for office supplies and equipment, ensuring cost-effectiveness and efficiency.
Repairs and Maintenance:
Routine Maintenance : Schedule and oversee regular maintenance of office facilities, including HVAC systems, plumbing, and electrical systems, etc.
Repairs : Coordinate prompt repairs of any office equipment or infrastructure issues to minimize downtime and disruptions.
Vendor Management : Liaise with external service providers and contractors for maintenance and repair work, ensuring quality and timely service.
Preventive Maintenance : Implement preventive maintenance programs to reduce the likelihood of equipment failure and costly repairs.
Builder Management Works:
Construction Coordination : Manage relationships with builders and contractors for any office renovation or construction projects.
Project Management : Oversee the planning, execution, and completion of building projects, ensuring they are completed on time and within budget.
Regulatory Compliance : Ensure all construction work complies with building codes, safety regulations, and company policies.
Quality Control : Monitor the quality of work done by builders and contractors, ensuring it meets the required standards.
Workspace Customization : Coordinate customizations and modifications to the office space to suit specific business needs and employee requirements.
Events Management:
Event Planning : Organize events by coordinating with internal and external stakeholders.
Budgeting : Develop and manage event budgets, ensuring expenses stay within limits by negotiating with vendors for the best rates.
Venue Selection : Research and secure venues, considering factors like capacity, location, and amenities to meet event needs.
Logistics Coordination : Oversee logistics, including setup and availability of necessary materials.
Catering and Refreshments : Organize catering that meets attendees’ dietary needs, ensuring timely delivery and setup.
On-the-Day Management : Ensure smooth event execution by managing schedules, troubleshooting issues, and coordinating with vendors.
Post-Event Activities : Conduct evaluations, gather feedback, and handle follow-up tasks.
Vendor Management and Coordination
Vendor Sourcing: Identify and evaluate vendors for office needs by conducting market research to find those offering the best price, quality, reliability, and service.
Contract Negotiation: Secure favorable terms with vendors, ensuring clear agreements on pricing, delivery, scope, deadlines, and SLAs.
Relationship Management: Maintain strong, open communication with vendors to ensure responsiveness, flexibility, and reliability.
Performance Monitoring: Regularly assess vendor performance, addressing quality, timeliness, and reliability issues promptly.
Problem Resolution: Serve as the main contact for resolving vendor-related issues, minimizing disruptions to operations.
Cost Management: Review invoices and statements to ensure accurate billing, consolidating purchases or negotiating discounts where possible.
Compliance and Risk Management: Ensure vendor adherence to company policies and legal standards, regularly reviewing compliance and mitigating risks.
Vendor Database Maintenance: Keep an organized database of vendor details, contracts, performance records, and payment history for easy reference and relationship tracking.
Qualifications
Minimum of 3 years of experience in a similar role within a medium to large organization in Singapore, with a focus on events and administrative support.
Proficient in Microsoft Office Suite, adaptable to modern technology, and quick to learn in-house software and applications.
Strong problem-solving and decision-making skills, with the ability to think critically and address issues effectively.
Demonstrates discretion in managing confidential information and strictly adheres to confidentiality protocols.
Flexible and proactive, capable of managing shifting priorities, and able to work independently with minimal supervision.
Excellent organizational skills, with the ability to handle multiple projects simultaneously and deliver results within deadlines.
Strong interpersonal and communication skills, fostering productive collaboration with internal and external stakeholders.
Skilled in business writing and verbal communication, with the ability to communicate clearly and effectively in an English-speaking environment.
High level of initiative and self-motivation, able to anticipate needs and take ownership of tasks.
Experience in managing events and supporting visitor hospitality services is a plus.
