Workplace Operations & Engagement Executive (1 Year Contract) – Kuala Lumpur

Kuala Lumpur, Malaysia

As part of our People, Culture, Tech, Travel company, we are looking for someone to be part of an emerging & fast-growing company that able to contribute and manage day-to-day office administration and operations to ensure amazing Workplace Experience, efficient operation of the Office, Facility and Safety at Agoda KL offices.

In this role, we expect you to:

• Engaged with KL office employees to ensure smooth office operation, continue to strive & maintain the highest standard, safe & amazing place to work.
• Plan, organize and execute office events, projects, operation & activities planning, initiatives to promote employee’s engagements, positive office culture, celebration, townhall, CPR/fire evacuation training, annual, social party& etc.
• Be the center point of contact internally & externally as you will be working closely with multiples team & sites, building rapport with building management, vendors, suppliers & contractors.
• Manage & responsible for office accounts which include purchasing whole office supplies within budget, payment/invoice request/ensuring payment is made on time.
• Maintain office supplies inventory, stock tracking, placing orders as necessary, and ensuring optimal stock levels.
• Manage office facilities and liaise with vendors for repairs and maintenance, ensuring the entire office is in tip top condition & business looking like at all times.
• Oversee procedures to ensure Agoda compliance & SOP.
• Manage securities & cleaners.

EXPECTATIONS – BEHAVIORS AND VALUES 

In order to be successful in this role, you must have: –

• MUST have at least 2 years & above in handling office activities/able to build hype, creative in providing good working environment/experience to employees in office & office administration.
• Hyper-organized: Juggles deadlines, vendors, and events seamlessly
• People-first attitude: Energized by creating a positive workplace.
• Problem-solver: Fixes issues (facility, tech, logistics) proactively.
• Proven experience in office administration, engagement, or related roles
• Strong ability to multitask, great planning skills to set priorities & able to handle multiple assignment/projects.
• A talented, energetic, results-oriented person who loves working in a fast-paced, multinational environment.
• Exceptional interpersonal skills, wisdom, problem solving, negotiation, listening & etc.
• Great attention to details & ability to meet tight deadlines.
• Excellent communication skills, both oral & written
• Able to work in a fast paced environment with 4 Agoda values. Move Fast, Take ownership, Be The Best, Experiment & measure with high level of integrity & discretion.
• Face of the office and the company (Professional appearance & well-mannered in all aspect)
• Positive, can-do attitude & passion to change things for better/improve efficiency.
• Ability to work independently & effectively with minimal supervision.
• Ability to maintain confidentiality and handle sensitive information with discretion
• Creativity in designing posters and visual content for office communications and events.
• Proficiency in Canva or similar design tools is required to create posters, visual materials for office events, and communications.
• Basic video editing skills are an advantage.
• Strong understanding of data privacy & confidentiality (P&C), safe data handling & sharing, safeguard all data accessed & ensure compliance with company data protection policies.
• Experience configuring and managing employee access cards, including issuance, activation, and deactivation is preferred
• Diploma or Degree holder in any field
• Helpful/supportive & a team player
• Punctual

• Visitors’ management and receptions tasks: 

o   Ensure Agoda’s compliance & SOPs are followed (IT security, building compliance).

o   Audit data access permissions to prevent breaches

o   Configure and manage employee & guests access card * systems (cards, permissions)

o   Manage and ensure reception, rear entrances of the building area & whole office are clean, tidy and project a business-like image at all times.

o   Welcoming new employees prior/1st day at work, delivering badges, headsets, and instructions.

o   Greet guests at reception and lead/give correct directions to guests 

o   Register, prepare, and provide badges to authorized visitors/guests and collect badges after their visit.

o   Follow special visits procedures (e.g. authority visits) after completing the Compliance team training.

o   Handle inbound and outbound calls. Answer calls with the proper company introduction, provide full assistance and accurate information. Make outgoing calls when needed

o   Manage mails & deliveries

o   Assist in preparing training materials.

o   Assist to apply work permit from building management

o   Print out posters and placing them around the office

• Office & Facility management: 

o   Troubleshoot basic office tech issues (printer, access systems)

o   Provide equipment for the office, resources, and facilities to meet employees’ needs.

o   Handle entire office wear & tears as well as facility maintenance ensuring everything remains in good working condition at all times.

o   Ensure all office wear & tears and faulty equipment are repaired within 3-5 working days.

o   Ensure vendors perform routine service as schedule (i.e. pest control, air con & air purifier maintenance, hand sanitizer & etc)

o   Ensure all meeting rooms are equipped with functional equipment & supplies e.g., projectors, whiteboards, marker pen, duster, sanitizer & etc.).

o   Maintain emergency equipment (e.g., fire extinguishers, first aid kits) and ensure they are regularly inspected and accessible

o   Ensure washrooms are stocked with toilet paper & hand soap, notify building management if supply is low.

o   Oversee waste management and recycling efforts to maintain environmental standards.

o   Assist with season parking allocation.

• Office supply & stock management: 

o   Manage budgets, invoices, and vendor contracts (negotiate costs, renewals)  

o   Manage & oversee purchasing and distribution process efficiently

o   Verify purchase orders against invoices before submitting payment request.  

o   Submit payment requests for all purchases to HQ & ensure timely payment to avoid delays

o   Conduct regular inventory audits, monitor usage patterns, prevent shortages or overstocking and improve reordering efficiency.

o   Manage office & pantry supplies (including headsets, building & agoda access card, lanyard & etc). Place order whenever stock is running low. MUST ensure we have stock at all times.

o   Forward reports to Payroll teams for deductions in case of company’s lost properties 

• Safety management: 

o   Ensure health and safety requirements in the working environment are met. 

o   Maintaining office security by adhering to safety procedures.

o   Ensure all employees are familiar with emergency exits, evacuation procedures, and assembly points.

o   Arrange fire & safety training according to SOPs, work with trainers and maintain an updated safety and emergency response plan, reviewing it annually and communicating changes to all staff.

o   Ensure fire extinguishers, emergency lights, and first aid kits are in place, easily accessible during the weekly office rounding check and when building management conduct routine safety check.

o   Conduct regular fire alarm checks organized by the office building’s management and perform routine security checks.  

o   Ensure all relevant departments are notified via email pertaining to routine fire alarms checks, yearly fire evacuation drills & coordination with all team managers and leaders accordingly.

• Employee Engagement & Workplace Experience: 

o   Conduct regular surveys or feedback sessions to understand employees’ preferences for events and activities.

o   Stay updated on the latest trends in office engagement activities and explore new merchandise/swags options for events, including prizes and door gifts, to keep our initiatives fresh and exciting.

o   Plan budgets for events 

o   Purchase food and beverages and organizing catering services.  

o   Decorate reception area for festivals & celebrations

o   Book and inspect venue(s) for event.

o   Send invitation to office employees.  

• Vendor management: 

o   Arrange & manage cleaners ensuring the entire office is always clean, tidy & maintain professional appearance.

o   Handle & manage security ensuring staff adhere to office SOPs & IT security compliance.

o   Monitor vendor performance regularly and conduct periodic reviews to ensure service quality meets expectations

o   Establish clear service-level agreements (SLAs) with vendors, outlining expected response times, maintenance schedules, and escalation procedures

o   Conduct regular audits of vendor services and their adherence to company standards and office protocols.

o   Review contracts & agreements, coordinate with reporting manager or Workplace Experience team for translation from local languages to English if needed. 

o   Secure new vendors, suppliers or contractors when required

o   Keep an up-to-date vendor contact list for emergency repairs or urgent service requests

o   Ensure all contracts or agreements are renewed in a timely manner. Negotiate annual contracts and seek cost-saving opportunities without compromising quality

o   Control costs by preparing office expenses budget  

o   Follow up bills/invoices, ensuring timely payment. 

o   Build a rapport with vendors to secure favorable pricing and services.

o   Arrange contract renewal whenever necessary.

• Additional Main Task: 

o   Arrange & handle all office activities eg: CNY, town hall, monthly birthday celebration & etc.

o   Onboard new hires (send onboarding emails, badges, workstation setup, orientation).

o   Perform ad hoc task/project from managers/site lead/HQ

 #kualalumpur #2 #LI-CC1