Job Description

Objectives of the Position

The Workplace Specialist is responsible for delivering an integrated, efficient, and future-ready workplace by combining facilities management, workplace experience, and digital process optimization. This role supports workplace transformation initiatives, including carve-outs, divestment, fit-outs and renovations, while driving improvements in Procure-to-Pay (P2P) processes, vendor performance, and service delivery

Responsibilities

1. Workplace Projects (Carve-out, Divestment, Fit-Out, Renovation, Carve-out, etc)

• Support design, planning, and execution of transformative projects (office fit-outs, renovations, carve-out, divestment, etc).
• Coordinate with Cluster Leads, project managers, designers, contractors, and internal stakeholders.
• Ensure projects are delivered on time, within budget, and aligned with company standards.
• Support implementation of new workplace concepts (e.g., agile workspace, hybrid working, smart office solutions).

2. P2P Process Optimization & Automation

• Drive automation and digitalization of P2P processes.
• Ensure accurate and timely processing of purchase requisitions, purchase orders, and invoices.
• Identify inefficiencies and implement improvements to reduce manual work, cycle time, and errors.
• Collaborate with procurement, finance, and digital teams on system enhancements and process standardization.
• Provide guidance on end-to-end P2P activities related to workplace and facilities services (PR, PO, GR, invoice validation), if necessary.

4. Health, Safety & Compliance

• Ensure compliance with local regulations, company policies, and safety standards.
• Conduct workplace safety inspections, risk assessments, and drills.
• Assist in incident investigations and reports.
• Support emergency response planning and incident management.

6. Stakeholder Engagement

• Collaborate with internal stakeholders (HR, IT, Business Units).
• Gather feedback on workplace services and drive improvements.
• Communicate workplace initiatives, changes, and updates effectively.

7. Budget & Cost Management

• Assist in managing facilities budgets and operational costs.
• Monitor expenses and identify cost-saving opportunities.
• Support invoice processing and financial tracking.

Requirements

Qualifications & Requirements

• Bachelor’s degree in Facilities Management, Engineering, Business Administration, or related field.
• 3–5 years of experience in Facilities Management or IFM environment.
• Experience in managing outsourced facility services is preferred.

Skills & Competencies

• Strong knowledge of IFM operations and workplace services.
• Vendor management and negotiation skills.
• Good understanding of health & safety standards and compliance.
• Strong communication and stakeholder management skills.
• Problem-solving and proactive mindset.
• Ability to work in a fast-paced, dynamic environment.

Technical Skills

• Familiarity with CAFM/IWMS systems.
• Basic understanding of building systems (HVAC, electrical, etc.).
• Proficiency in Microsoft Office (Excel, PowerPoint, etc.).