Job Mission:
The mission of the workplace experience role is to create an employee-centric workplace to engage our people and to foster a collaborative and innovative culture with focus around employee well-being, health & safety and facilities management solutions on the floor with technology as a key enabler.
In order for the workplace experience role to achieve its mission, a close partnership is required with the Organization Development and Human Resources function to strive for a holistic approach in elevating our people experience from the hardware to setting the right conditions for them to excel in their roles & job missions.
Key Responsibilities:
Reporting to the Head of People and Organization, the Workplace Experience Assistant Manager will be responsible for providing overall support in a workplace that contribute to the well-being of our employees by planning and delivering day-to-day operations on the floor, launching the employee wellness initiatives relating to workplace and implementing the initiatives in looking after the well-being and people experience. Her/his scope of responsibilities will cover all the office premises across Vietnam
Office Administrative Management
- Provide support for all the office administrative related activities, to deliver all-rounded hospitality experience to our employees and visitors by observing the standard of the office administrative services.
- To ensure timely communication of the information and regulation from the Building Management Office with our people.
- To maintain the office condition through regular inspection and tidy-up exercise, and ensure the necessary support are provided.
- To own and maintain the workplace data / dashboard and keep the information updated for sharing with the leadership team to strive for opportunity in elevating our people experience in the workplace.
- Ensure workplace repair and maintenance works are conducted periodically and on demand carried out to enable right workplace conditions, and certainly with a seamless communication with our employees.
- To own travel process and policy then partner with EA in management: air ticket booking, car arrangement, hotel reservation, visa application, payment request or as required for travelling; and to maintain service quality of all T&E vendors.
- To partner with PE Partner in supporting on-boarding/off boarding process and logistic arrangement.
- External Vendors management: manage and maintain strong relationships to ensure a high quality and cost-effective service is provided. Be the contact point for ODHR team in terms of managing vendors relating to events’ logistics supplies.
- Accurately process payments of general expenses in a timely manner and in accordance with internal policies and guideline.
- To oversee the administration process and maintain the accuracy of the record.
Employee Well-being, Health & Safety
- Take charge of EAP and other people experience services related to employee well-being, health and safety which include but not limited to health checkup and health care program, ensure the employee needs are well understood and are supported by ODHR Department
- In case of pandemics, ensure all PPE supplies to employees and support to increase protection like vitamin booster, vaccination arrangement and sanitation for office when needed
- Coordinating with all vendors, RSSD, supervise construction / decoration against the approved design for Office renovation/moving project
- Plan and carry out initiatives to ensure a safe working environment for our employees, such as, systems furniture, working ambience (e.g. temperature, air quality, quality of water supplies & etc.), and other amenities (healthy food & drinks etc.).
- Strive for a seamless execution of the health and safety guidelines and to provide feedback on the effectiveness of the guidelines.
- Serve as the window for our employees in sharing their feedbacks and challenges relating to the workplace, in order to address their needs and issues in a timely manner.
- Coordinate the regular safety training provided by the service provider to equip our employees with the workplace safety knowledge, such as annual fire drill, first aid training, DSE, etc.
- Serve as the main contact for employees on all office emergency incidents.
Assistance to HR events
- Partner with PE Partner in all engagement activities, particularly bringing to life the employee wellness initiatives relating to the workplace and to serve as the sounding board to ODHR on employee wellness to ensure the best experience are delivered to them.
- Collaborate with PE Partner for seamless HR communication with our employees on people movement, birthday celebration, reward
- Any other tasks assigned by Line Manager
Role Specifications
- A minimum of 10 years working experience in Administration function and being in similar roles like Facility Manager or Office Manager
- Good skills of Microsoft office programs.
- Good communication and interpersonal skill
- Good organizing skills and able to work multi-tasking.
- Good problem-solving skills and great attention to details.
- Proactive and a constantly curious self-initiated learner that is fearlessness in tackling multiple projects under tight deadlines.
- Very energetic and passionate to engage everyone into social activities.
- A strong team player with excellent interpersonal, communication & networking skills and be able to build a good relationship & partnership with stakeholders.
- Be open minded and think out of the box in looking for new ways of doing things.
- Be friendly, reliable, independent, considerate & self-motivated personality
