Contract Workplace Experience Associate (6-months)

ShopBack; Kuala Lumpur; On-site; MYR 45,000 - 78,000; Full time

Benefits offered by this job

Career growth opportunities

Global team exposure

Competitive compensation

Collaborative culture

Job summary

ShopBack Malaysia is seeking a hands-on Office Operations & HR Coordinator to run day-to-day operations for the Menara IGB office. You’ll manage employee engagement, onboarding, facilities, and regional support for a 100+ person floor, starting day one.

You will own the engagement calendar, coordinate with vendors, handle OSH duties, IT hardware, and vendor payments via NetSuite, while ensuring a safe, well–stocked workspace and a collaborative culture that supports growth.

Qualifications

• 1-2 years in HR, workplace experience, or office administration.
• Degree in HR, Psychology, Communications, Business Administration, or a related field preferred.
• A genuine curiosity for AI and willingness to experiment and learn.
• Natural communicator with written, visual, and verbal skills across diverse teams.

Responsibilities

• Own the Malaysia engagement calendar with the HRBP and plan/end-to-end events.
• Be the voice of workplace culture on Slack with engaging posts and visuals.
• Turn employee feedback into real workplace improvements.
• On Day 1, welcome new joiners, conduct onboarding, and set up workstations.
• Manage exit logistics including hardware recovery and IT handoffs.
• Oversee daily office operations: rooms, pantry, washrooms, HVAC, and cleaning.
• Coordinate with vendors, maintenance crews, and ensure safe, clean environment.
• Raise purchase requests in NetSuite and manage vendor invoices.
• Act as OSH Coordinator, support safety protocols and drills.
• Provide hands-on laptop hardware support and AV setup.

Skills

HR experience

Office admin

Communication

AI curiosity

Organised

Hands-on

Accountable

Education

Degree in Human Resources

Tools

NetSuite

Slack

Job description

Our Journey

The ShopBack Group is Asia-Pacific’s leading shopping, rewards, and payments platform, serving over 20 million active members across 13 markets. In 2025, the Group continued its global growth with its expansion into North America. Driven by the vision to make every day more rewarding, ShopBack is dedicated to saving members money and time, and delivering delight every day. The platform also enables merchants and brands to engage with their members in a cost-effective manner. Founded in 2014, ShopBack now powers over US$5.5 billion in annual sales for over 20,000 online and in-store partners, and has rewarded shoppers with more than US$900 million (over S$1 billion) in Cashback to date. Through its innovative offerings, ShopBack continues to create value for both members and merchants. Notably, its payment solution, ShopBack Pay, offers members a convenient and rewarding payment option at checkout.

About the role

You will be running day-to-day operations for ShopBack Malaysia's office at Menara IGB — more than 100 person floor covering employee experience, workplace operations, facilities and regional support. This role is hands-on and broad from day one.

What you'll do

Employee Engagement and Events

• Own the Malaysia engagement calendar along with the HRBP – plan and execute memorable company events end-to-end – from energetic town halls and festive bashes to team socials and wellness initiatives.

• Be the voice of our workplace culture on Slack—crafting lively posts, creating eye-catching event visual content, and keeping the team connected and hyped.

• Turning employee workplace feedback into actual workplace improvements.

Employee Lifecycle

• Act as the first point of engagement touchpoint at the office on Day 1 — welcoming new joiners, conducting onboarding and office tours, distributing welcome swag, and setting up workstations.

• Manage exit logistics with care and efficiency, including hardware recovery, access card collection, and prompt IT handoffs.

Workplace Operations & Facilities

• Daily upkeep: meeting rooms, pantry, washrooms, HVAC and after-hours air-conditioning, lighting, electrical, cleaning and pest control.

• Keep the office fully fueled and stocked by managing inventory for pantry goodies and daily essentials.

• Loading and unloading permits, season parking administration, landlord and building management liaison, and office projects and renovation works.

• Coordinate with vendors, suppliers, maintenance crews, and contractors to maintain a safe, clean, and functional environment.

• Raise purchase requests in NetSuite, track approvals, and submit vendor invoices before month-end deadline

• Any other ad hoc duties as assigned.

Safety and Health

• Acting as the appointed OSH Coordinator to support on-site health, safety, and emergency protocols to keep the workplace secure and compliant,

• Maintaining the risk assessment (HIRARC) register, the Emergency Response Plan and the OSH workplace self-assessment; serving as secretary to the Safety and Health Committee; running the annual fire drill; inspecting first-aid boxes monthly; investigating incidents; and filing statutory notifications with DOSH to deadline.

Workplace Hardware & IT Operations

• Provides hands-on support for laptop hardware throughout its operational lifecycle, including setup, reimaging, replacements, onsite troubleshooting, and secure retirement

• Collaborates closely with IT team and external Network Managed Services to resolve infrastructure issues

• Maintain an accurate hardware asset register, tracking serial numbers, equipment assignments, and return statuses.

• Act as the local hardware liaison, assisting with meeting room AV setups, handling light troubleshooting, and escalating complex IT requests to the right channel.

Essentials to Succeed

• 1- 2 years in HR, workplace experience, or office administration

• Degree in Human Resources, Psychology, Communications, Business Administration, or a related field preferred

• A genuine curiosity for AI — we actively encourage you to experiment, build, and find smarter ways to work.

• A natural communicator — written, visual, and verbal — with the ability to engage and inspire across diverse teams.

• Creative energy and the initiative to generate fresh ideas for events and campaigns, and see them through from concept to execution.

• Organised in practice — you can run multiple things at once and keep track without being reminded

• Comfortable being hands-on (moving equipment, setting up rooms, carrying boxes is part of the job)

• Accountable, resourceful, and genuinely passionate about people.

ShopBacker Traits

• Agency - We take ownership and act, rather than waiting for permission. When something's blocking progress, we find a way through it and follow through until it's done.
• Judgement- We aim for high-impact decisions, not just easy wins, and we put the bigger picture ahead of individual interests. That means moving quickly and confidently, while staying thoughtful about when a call really matters.
• Learning Velocity - We pick up new skills fast and let go of old habits just as quickly when something better comes along. We benchmark ourselves against the best and keep raising our own bar.
• Tenacity - We stay in it when things get hard, keeping a level head under pressure. We debate openly before deciding, then commit fully — and support each other along the way.

What's in it for ShopBackers

• Career growth opportunities to take on greater challenges that help you realise your ambitions.
• Be part of a winning team on a journey to global scale.
• Competitive compensation based on performance.
• Candid, open, and collaborative culture where feedback is valued.