EOI: Workplace Experience Manager

Job ID

163663

Posted

17-Apr-2024

Role type

Full-time

Areas of Interest

Administrative, Building Management, Communications/Public Relations, Customer Service, Facilities Management, Property Management, Workplace Strategy

Location(s)

Kuala Lumpur - Wilayah Persekutuan Kuala Lumpur - Malaysia

EOI: Expression Of Interest. Job Posting for future hiring, only shortlisted candidates will be notified.

1. Primary Accountabilities ( What are the predominant responsibilities of the job)

The Workplace Manager will be responsible for ensuring our office environment is not only functional but also enriching for all employees. You will be tasked with creating, implementing, and managing initiatives that improve our workplace experience, ranging from office layout and design to employee wellness programs including but not limited to the following;

1.1. Develop and implement strategies to create a positive, inspiring, and productive office environment.

1.2. Monitor and report quality of office operations, including space planning, maintenance, safety protocols, and workplace services.

1.3. Coordinate with CRES, IT, HR, and other departments to ensure the office infrastructure supports all employee needs.

1.4. Innovate and execute initiatives related to workplace well-being, including health and wellness programs, community-building events, and environmental sustainability.

1.5. Oversee vendor and contractor relationships, ensuring high-quality services within budget.

1.6. Respond to employee feedback regarding the office environment and make adjustments as necessary.

1.7. Monitor office space utilization, including vacancy and occupancy rates, to identify opportunities for optimization and cost-saving.

1.8. Analyze workspace usage data to recommend and implement layout changes, flexible working options, and space allocation improvements.

1.9. Craft and disseminate community messages, draft communications, and prepare campaign efforts to support change management initiatives. This includes ensuring all staff are informed of, engaged with, and supportive of changes within the workplace environment.

1.10. Develop and lead communication strategies that effectively manage employee expectations and foster a culture of transparency and collaboration during times of change.

1.11. Stay informed about trends in workplace management and employee experience to continuously improve our office space.

2. Span of Control of the job (from the financial and non-financial aspect ie number of direct reports & indirect report)

Reports to Team Leader, Project Management, Workplace Solutions & Design will work closely in partnership with the People Experience team (currently CBRE) to deliver related workplace improvement initiatives.

3. Common job contacts (most common contacts and the typical frequency of communication with these contacts. Contacts will be other jobs that the job holder communicates with and can be internal (client/colleagues) or external

Internal Contacts:

1.12. Human Resources (HR) Department

Collaborate on initiatives related to employee wellness, benefits, and office culture. Also, coordinate on staffing needs that impact office space utilization and adjustments.

1.13. Information Technology (IT) Team

Ensure the office's technological infrastructure meets the needs of the staff. Coordinate on any IT-related issues affecting the workplace experience or requiring changes to the office layout.

1.14. Executive Leadership/Management

Report on workplace management initiatives, office space utilization, and employee feedback. Seek approval for significant changes and present data-driven insights for decision-making.

1.15. Finance Department

Discuss budgeting for workplace initiatives, cost optimization strategies, and financial planning for office adjustments.

1.16. All Employees

Communicate about changes in the office environment, solicit feedback on workplace experience, and provide updates on initiatives.

External Contacts:

1.17. Vendors and Service Providers

Manage relationships with vendors providing office supplies, maintenance, and other services. Ensure services are delivered as expected and within budget.

1.18. Consultants and Specialist Contractors

Engage with external experts for specific projects related to office

Minimum Knowledge requirement for the job ( include broad organizational/managerial or technical knowledge, qualifications and indicative number of years’ experience):

1.

1.1. Bachelor’s degree in Hospitality Management, Communications, Business Administration, Facility Management, or related field.

1.2. Proven experience in workplace management, facilities management, event management, or a similar role.

1.3. Strong organizational and leadership, and campaign management skills.

1.4. Excellent communication and interpersonal abilities, with experience in crafting and implementing communication strategies.

1.5. Creative thinker with a problem-solving mindset.

1.6. Ability to manage multiple projects simultaneously and meet deadlines.

1.7. Knowledge of health and safety regulations.

1.8. Experience with budget management and cost optimization.

Core Competencies (Technical Competencies):

1. Project Management: Basic project management skills is important for planning, executing, and tracking workplace initiatives and improvements.

2. Financial Management: Ability to use financial tools for budgeting, forecasting, and cost analysis. Understanding of principles for managing operating expenses and capital expenditure projects.

3. Sustainability Practices: Understanding of environmental sustainability practices in the workplace. This includes energy efficiency measures, waste reduction strategies, and sustainable procurement policies.

4. Data Analysis and Reporting: Competency in data analysis tools (i.e Excel) for analyzing workplace data, occupancy rates, and employee feedback to inform decisions.

5. Communication Platforms: Proficiency with internal communication tools (i.e. Microsoft Teams, or email marketing software) to craft and disseminate messages across the organization.

6. Space Planning and Design Software: Skills in using CAD software or other space planning tools to visualize office layouts and make data-driven decisions regarding space utilization and adjustments.

7. Vendor Management Systems: Experience with vendor management platforms for overseeing contracts, evaluating vendor performance, and ensuring service quality.

8. IT Infrastructure: Basic understanding of IT infrastructure needs in a modern workplace, including network requirements, cybersecurity best practices, and the integration of new technologies.

Stakeholder Management:

Manages day-to-day stakeholder interaction. Sets and manages stakeholder expectations. Communicates effectively with clients to identify needs and evaluate alternative business solutions.

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)