Executive, Workplace Management

Phillip Securities Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading financial service provider in Singapore is seeking a proactive Executive for Workplace Management to enhance office operations using digital and AI tools. The role involves vendor management, internal communications, and reception duties. The ideal candidate should have a relevant degree and possess creativity, strong communication skills, and a customer-first mindset. This position offers a platform for innovation in workplace efficiency.

Qualifications

• 2 years of relevant work experience preferred; fresh graduates may be considered.
• Creative and confident in designing visual assets.
• Strong attention to detail and organizational skills.

Responsibilities

• Streamline Workplace Management processes with AI tools.
• Conceptualize and create visually engaging internal communications.
• Provide reception coverage and manage Workplace Management requests.

Skills

Proactive problem-solving

Customer-centric mindset

Attention to detail

Strong communication skills

Time management

Education

Degree in any discipline

Tools

Microsoft Office Suite

Canva

Adobe Express

ChatGPT

Job description

Position Overview

We are seeking a proactive and detail-oriented Executive, Workplace Management to support daily administrative, office operations and help deliver a seamless, tech-enabled workplace experience. This role requires strong coordination skills, the ability to manage multiple responsibilities efficiently and a customer-centric mindset when working with all stakeholders effectively.

In addition, the role will involve the creation of internal communications and visual assets such as eDMs (electronic direct mailers), notices or event collaterals, requiring a flair for design and innovation. The Executive will also be expected to provide reception coverage when required, ensuring continuity of front-desk services.

As part of our digital transformation journey, the role also includes exploring AI tools, smart workplace platforms and data-driven insights to enhance operations and service delivery.

What You will Be Working On

• Streamline and support Workplace Management processes through digital and AI-enhanced tools to improve operational efficiency
• Source, evaluate and manage vendors for workplace services, ensuring quality, cost-effectiveness timely service delivery
• Conceptualise and create visually engaging eDMs, announcements and internal communications for workplace initiatives and events
• Provide reception coverage when required, ensuring professional and responsive front-desk operations, and handle requests from the Workplace Management mailbox when needed
• Leverage AI platforms (e.g., automated ticketing, smart sensors, digital dashboards) to monitor issues, analyse trends and support decision making
• Ensure prompt resolution of fault repairs, emergencies and workplace related issues with minimal disruption
• Collaborate with internal departments and external stakeholders to support smooth and effective operations
• Assist in procurement activities such as payment processing, quotation evaluations and tender review
• Support compliance and conduct basic risk assessments using digital tools for documentation and tracking
• Undertake ad-hoc tasks and operational improvement projects as assigned

What We are Looking for

• Degree in any discipline, preferably with 2 years of relevant work experience. Fresh graduates may be considered based on suitable skillsets.
• Hands-on, initiative-driven, proactive, solution-oriented with a positive, can-do attitude
• Creative and confident in designing eDMs, internal visuals and notices using tools such as Canva, Adobe Express, ChatGPT or other design platforms
• Able to step in for reception duties when needed, demonstrating professionalism and adaptability
• Independent, resourceful, meticulous with strong attention to detail
• Proficient in Microsoft Office Suite (Word, Excel PowerPoint) and open to learning workplace and AI tools
• Excellent organisation, time management and multitasking skills
• Strong communication and interpersonal skills, with a customer-first mindset
• Comfortable with numbers, data management and basic reporting
• Knowledge and proficiency in basic coding, AI adoption, and/or RPA are preferred and advantageous