Full Time Executive, Corporate - Workplace Services Jobs, in Keppel Technology Solutions - Maukerja

Job Description

Executive, Corporate & Workplace Services

The Executive, Corporate & Workplace Services is responsible for supporting the efficient, safe and professional operation of the workplace. The role coordinates workplace facilities, office services, employee onboarding and offboarding administration.

The role serves as a key point of contact for employees’ workplace needs and works closely with Human Resources, building management, service providers and internal stakeholders to provide a conducive, well-organised and employee-friendly working environment.

Key Responsibilities

1. Workplace and Facilities Management

• Coordinate workspace allocations for new employees to ensure readiness to onboard new employees.
• Liaise with facility management on workplace-related matters.
• Coordinate workplace access arrangements with internal IS for new employees.
• Support the implementation and communication of workplace guidelines and the proper use of shared office facilities.

2. Office Administration and Corporate Services

• Support travel, accommodation, transportation and corporate hospitality arrangements where required.
• Provide administrative and logistical support for corporate initiatives, events, projects and business continuity arrangements.
• Respond to employee enquiries and workplace service requests promptly and professionally.

3. HR Onboarding and Offboarding Support

Employee Onboarding

• Coordinate with hiring departments to prepare the workplace and onboarding arrangements for new employees.
• Prepare workstations and arrange the required office equipment, access cards, name tags, stationery and other workplace items before the employee’s commencement date.
• Coordinate with relevant internal teams to ensure that the necessary workplace and onboarding arrangements are completed in a timely manner.
• Provide new employees with workplace information, including office facilities, seating arrangements, access procedures, emergency exits, meeting-room usage and applicable workplace guidelines.
• Conduct or support workplace orientation and office tours for new employees.
• Maintain onboarding checklists and records to ensure that all workplace-related arrangements are completed and properly documented.
• Follow up with relevant stakeholders on outstanding onboarding requirements and escalate delays where necessary.
• Support in coordinating induction sessions and other onboarding activities, where required.
• Onboard new employees in HRIS.

Employee Offboarding

• Coordinate with reporting managers on workplace and exit arrangements for departing employees.
• Facilitate the return of access cards, keys, office equipment and other company-issued workplace items.
• Update seating, access-card and workplace records upon an employee’s departure or transfer.
• Coordinate with the relevant internal teams for the cancellation or deactivation of physical workplace access.
• Inspect returned workplace items and report any missing or damaged items.
• Arrange for the clearance, cleaning and preparation of vacated workstations for subsequent use.
• Maintain completed offboarding checklists and supporting records for administrative control and audit purposes.
• Ensure that onboarding and offboarding information is handled accurately, professionally and confidentially.
• Trigger Exit Clearance for resigned employees.

4. Workplace Safety, Security and Emergency Preparedness

• Support the implementation of workplace health, safety, security and emergency-response requirements.
• Conduct routine checks to identify workplace hazards, safety concerns or security risks and escalate them for corrective action.
• Assist in reviewing and updating workplace emergency-response and business continuity procedures.
• Support follow-up actions arising from safety inspections, incidents, internal reviews or audit findings.
• Promote employee awareness of workplace safety, security and emergency procedures.

5. Invoice and Cost Administration

• Support the verification and timely processing of vendor invoices and payment documentation.
• Administer HR related invoices.
• Identify opportunities to improve cost efficiency without compromising workplace safety, functionality or service quality.

8. Employee Workplace Experience

• Serve as a key point of contact for employees on workplace facilities, office services and general workplace arrangements.
• Gather employee feedback on workplace facilities and services and recommend practical improvements.
• Support initiatives that promote a professional, inclusive, organised and employee-friendly workplace.
• Communicate workplace updates, maintenance arrangements, access restrictions, emergency procedures and service changes clearly to employees.
• Assist employees and visitors with workplace-related requirements in a responsive and service-oriented manner.
• Support employee engagement activities, corporate events and other initiatives that contribute to a positive workplace experience.

Job Requirements

Education and Experience

• Diploma or Degree in Business Administration, Human Resource Management, or a related discipline.
• At least 2 to 4 years of relevant experience.
• Experience in employee onboarding and offboarding administration, office facilities, workplace operations or corporate support services is preferred.
• Exposure to ISO certification, sustainability reporting, workplace safety, office renovation or business continuity activities would be advantageous.

Knowledge and Skills

• Good understanding of workplace operations, facilities coordination, office administration and employee support services.
• Strong in handling employee onboarding and offboarding processes and the importance of maintaining accurate and confidential employee records.
• Strong planning, coordination, problem-solving and follow-up skills.
• Good interpersonal and communication skills, with a service-oriented approach.
• Ability to work effectively with employees and other stakeholders.
• Strong attention to detail and the ability to maintain accurate and audit-ready records.
• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint, Outlook and Teams.
• Able to manage competing priorities and follow through on assigned matters.
• Comfortable working in a dynamic and operationally hands-on environment.
• Maintains professionalism, discretion and confidentiality when handling employee and corporate matters.
• Timely completion of workplace arrangements for new hires and departing employees.
• Accuracy and completeness of onboarding and offboarding checklists and records.