Workplace Manager - 1788 - Part-Time

Main Accountabilities

 Supporting the Singapore office and workplace activities including reception services.

o Cover the front desk and be an on-site point of contact.

o Greet employees and guests with a warm and welcoming demeanor.

o Ensure all visiting guests are properly signed in.

o Learn the names of our employees, VIPs, and guests with the goal of building relationships to

facilitate the sense of Community Travelport wants to create.

o Keep the front desk clean and organized.

o Notify employees and guests of any food, deliveries, and couriers as they arrive.

o Organize any ongoing transportation as requested.

o Answer any questions from employees and guests related to the building including wayfinding,

policies and procedures, etiquette, etc.

o Conduct morning walkthroughs to address any issues, escalating any recurring issues to your

manager and/or relevant cross-functional teams/third-party contractors.

o Liaise with in-building third-party cleaning contractors to ensure space is kept up to standards.

o Receive, process, sort, and organize all mail.

o Locate and issue post to employees upon request.

o Return to Sender’ for unidentified mail and former employee mail after 30 days of no-pick up.

o Ensure courier parcels have all the correct details for scheduled pick-ups.

o Investigate, escalate, and resolve ‘lost’ packages.

o Know and explain policies and procedures around mail, couriers, and post.

o Work to resolve the issue, keeping track of issues raised to discuss with Workplace team.

 Coordinate all off-site and on-site meetings and events within the hospitality area.

o Organize catering for on-site meetings/workshops/client visits/social events, as required.

o Ensuring the smooth running of the hospitality area for guests and staff.

o Conduct building tours as required for guests, VIPs or new employees as needed.

o Organize catering for on-site meetings.

 Oversee relationships with third party contractors – organizing both planned and reactive maintenance

(e.g., lights, broken dishwasher, hot water units, chairs, blinds), secure paper destruction, stationery,

off-site storage, MFDs. Organise site works and contractor visits.

 Manage day to day liaison with any other key relationships that evolve from our lease in the building as either a tenant or landlord.

 Work with vendors and stakeholders to make sure that we meet the needs of our internal customers.

 Help coordinate local moves, adds and changes between GIS (Global Infrastructure Services),

business units and contractors.

 Use access control system including the issuing of access cards.

 Provide information related to the office as part of department CSR documenting and

compliance reporting.

 Support the onboarding process for new starters, including day one induction, health & safety

information provision, office orientation sessions in conjunction with the People team to ensure delivery

of concise and relevant instructions to new starters including arranging Display Screen Equipment

assessments.

 Support with coordinating the implementation of the Company’s global health & safety policy and

procedures, developing, and reviewing checklists. Put in place action plans for the facilities to

ensure compliance with legislation and regulations.

 Provide data input and information management duties as required. Ensure accurate records and

efficient filing systems are kept, both on shared network drives and hard copy files.

 Continually strive toward and support the Workplace team’s global location strategy and goals together

with contributing to Travelport’s Vision, Strategic Imperatives, Drivers and Values.

Knowledge, Skills, Experience, Training, Education

 Previous experience or qualifications as a Fire Warden, First Aider, DSE Assessor or Finance system

experience.

 Proficiency in the use of MS Word, Excel (Advanced level), PowerPoint.

 Clear demonstration of organisational and planning skills.

 Excellent communication skills.

 Ability to manage, take ownership and prioritise workload effectively to meet often conflicting

timelines/deadlines, and cope under pressure.

 Confident working with minimum supervision, able to deliver results in line with deadlines set and make

administrative decisions based on a broad understanding of Workplace Management (operations,

contractual etc.).

 Common sense and can-do attitude, confident to find a solution if none is immediately presented.

 Experience of working in a busy corporate environment, with a wide and diverse audience.

 Commitment to delivering excellent levels of customer service.

Working Relationships & Team Working:

 Ability to communicate effectively at all levels.

 Ability to support/promote excellent working relationships with management, staff, contractors, 3rd party

vendors and tenants.

 Willingness to cooperate as part of a diverse team.

 Demonstrate positive attitude and sound work ethics.

 Positive attitude and willingness to take ownership of tasks and challenges, both individually and within

a team.

Working Relationships

 Workplace team.

 Business Unit management.

 Stakeholder groups/committees.

 External/internal suppliers.

 This position interacts with all levels of employees, management, senior management, and key support

groups to accomplish his/her objectives.

 This position must be able to communicate with external vendors.

Team Culture

The Workplace team culture is based on all members of the team having a part to play, where all

individuals are empowered to offer proposals for improving the teams’ working environment and the service

delivery that we provide to our customers in the business. Our success is based on everyone being

dedicated, professional, focused, and communicative. There is a strong support ethos within the team and

at all times individuals are encouraged to seek assistance from any one of the team. As a team we are

successful because of the component parts and not one individual and failure is not seen as a weakness

but a learning opportunity. The work we carry out is instrumental in delivering on its

purpose and vision and although it has its challenges along the way we endeavour to have fun.