Office Coordinator, Singapore - 6 months contract (Maternity coverage)
Small team, big initiatives. The Real Estate and Workplace Operations team is seeking a candidate who is a self-starter and able to multitask in a fast paced environment. The candidate should ideally have a minimum of 1 year of experience in facilities management operations. They will gain a working knowledge of office management and facilities, supporting internal stakeholders and working closely with external business partners. If you are enthusiastic, outgoing and have a collaborative spirit, we are seeking a professional like you to join us to build and maintain innovative office spaces that facilitate one of the world’s most important platforms. This role is critical in promoting culture as well as creates and elevates programs and amenities that make employees love coming to work every day. You must have a passion for supporting and maintaining a world-class workspace that inspires staff to do their best work. #LoveWhereYouWork
What You’ll Do:
Provide the ultimate guest experience to everyone who comes to our offices. Greet all visitors and process through Twitter’s digital guest system. Provide hospitality and notify the host employee. Manage and maintain a clean and attractive reception lobby.
Serve as primary contact for all deliveries coming into the building. Manage shipping and receiving for business mail, notifying recipients as required.
Manage mailroom - Sorting of incoming mails (building mailbox included) and parcels
Manage Singapore office requests using Twitter’s internal work order ticketing system. Respond in a timely manner per the established department metrics. Answer questions and perform tasks as requested. Escalate when necessary. Engage outside parties as required to fulfill tasks (repairs, etc.) Ensure that top customer service levels are being met via prompt, friendly response.
Maintain office floor plan, seating and headcount charts. Coordinate approved moves. Provide reporting as requested.
Act as onsite point of contact for vendor relations. Ensure providers are meeting contract Service Level Agreements (SLAs). Onboard new vendors, establish Purchase Orders (POs), and be the point person for any payment or invoicing issues. Responsible for providers of janitorial services, food services, office supplies, interior plants, appliances, furniture, parking, pest control, janitorial, maintenance, shipping, carting, movers, ergonomic adjustments and HVAC.
Act as Twitter’s site liaison with Building Management staff to coordinate building services, amenities, etc. and relay messaging on behalf of building management to staff regarding office closures, parking garage, building repairs, etc.
Review all vendor invoices, work with providers for any discrepancies.
Develop and manage office Annual Operating Expense (OPEX) budget. Work with Regional Manager and Finance/FP&A on quarterly analysis and reforecasting.
Onsite point of contact for subtenant(s). Coordinate any landlord approval for work as required.
Participate in menu planning sessions and provide input on food service programs..
Coordinate company New Hires and Departures with HR, IT and Corporate Security.
Manage inventory, order, and replenish stationery stock as required.
Ensure that conference rooms, print areas, kitchen and all common spaces are tidy, in working order and well stocked.
Work closely with local leadership on all business unit needs. Provide high touch service in response to requests or issues from leadership.
Support company culture program with supporting internal communications and initiatives.
Work with the Global sustainability team to create an environmentally sustainable office.
Work with Global Design & Construction function within REW on any office improvement projects.
Provide support for events within the office. Plan, organize and execute approval internal and office events as directed. Coordinate food with onsite providers, or external suppliers as necessary. Coordinate logistics and space setup. Work with janitorial staff to make sure all spaces are prepped for events and promptly cleaned and reset after. Work with Security and to coordinate all guest access to space to ensure a positive guest experience. Liaise with ITSys for any A/V or IT needs. Team with Global Events team as necessary on applicable events.
Works closely with local Twitter Office Ambassadors to plan activities and encourage employee participation to build on office culture and maintain cohesiveness
Manage internal communications via various platforms e.g. Twitter, Slack etc.
Plan and coordinate off-site events per year - Summer Picnic and Holiday Party.
Other similar responsibilities, consistent with the above, to be assigned.
Manage and interact with subtenants where applicable.
Who You are:
Proven ability to work under pressure and adapt to a rapidly changing business environment.
Proven ability to multitask with service orientated mindset
Qualified candidates will have a track record of maintaining and tracking processes and procedures for facilities support.
Demonstrated analytical skills necessary for the collation of data and production of information in a corporate setting.
Proven ability to manage internal customer relationships with an emphasis on prompt, respectful service.
Strong written and verbal communication with an emphasis on prompt, friendly communications.
Proven ability to work across different time zones and remotely manage people and operations.
Excellent communication skills
BA/BS diploma in business, management, operations or equivalent combination of education and related experience.
Min 1 years experience in facilities management or workplace operations with experience in supporting/managing events and/or customer service.
Qualifications or experience in stakeholders communications or engagement, data analytics, curating workplace experience would be considered favourably.
Flexibility with regard to job requirements
Preferably proficient with Mac Operating System, Google Suite; Microsoft Office a plus.
Ability to lift 25lbs/10kg
Ability to travel (10%)
May be required to work over weekends on occasions only.
We are committed to an inclusive and diverse Twitter. Twitter is an equal opportunity employer. We do not discriminate based on race, ethnicity, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, age, disability, veteran, genetic information, marital status or any other legally protected status.