Workplace Services & Safety Analyst

Job Description

Role Purpose

Responsible for ensuring the smooth operation of workplace services, covering both soft and hard services (excluding HVAC systems), as well as providing comprehensive office and hospitality services for employees and guests. The role also includes managing workplace safety standards, incident reporting, evacuation plans, and ensuring the workplace is equipped with appropriate safety measures to meet regulatory and company standards.

Responsibilities

Key Accountability Areas

Key Activities

Workplace Services Management

• Manager the delivery of workplace soft services and office general service in high quality and timely manner
• Monitor the performance of physical security services in the site, and report any issue to security and fleet section.
• Oversee the fleet services in site and provide the required support services to end-users.
• Monitoring workplaces services such as housekeeping, pest control and landscape services and general maintenance requirements for lighting, plumbing, electrical systems, and reporting any failure immediately
• Manage catering services for meetings and workshops, considering dietary preferences.
• Manage procurement and distribution of office supplies and stationeries.
• Monitor service providers’ performance, ensuring compliance with service level agreements (SLAs) and contracts terms.
• Conduct regular inspections to ensure the quality and functionality of services provided.
• Ensure cleanliness and hygiene are maintained across all areas of the workplaces, including common areas, workstations, meeting rooms, and restrooms.
• Manage visitor and reception services to ensure welcoming and professional experience.
• Oversee the efficient distribution of incoming and outgoing mail and packages for employees.
• Oversee canteen operations or vending machine services to ensure food safety, hygiene, and quality standards are met.
  
  

Workplace Safety Management

• Maintain workplace safety standards, ensuring compliance with internal and external regulations.
• Conduct regular safety inspections and risk assessments of the workplace.
• Ensure proper placement of safety equipment (fire extinguishers, first aid kits, emergency lights, etc.).
• Activate evacuation plans and emergency response procedures whenever needed
• Participate in safety drills.
• Investigate and document all incidents and accidents accrued to the workplace, fleet and security aspects along with creating reports and recommending corrective actions.
• Work with cross-functional teams to address and mitigate workplaces risks.
  
  

Customer Service & Communication

• Act as the primary point of contact for all workplace service and safety-related inquiries, requests, and complaints.
• Establish a customer-centric culture by promptly responding to employee needs and concerns with empathy and professionalism.
• Manage and prioritize service requests, ensuring timely resolution.
• Communicate any disruptions, maintenance schedules, or safety initiatives clearly and proactively to employees.
• Gather feedback from employees on workplace services and implement improvements where needed.
• Foster positive relationships with service providers to ensure consistent and high-quality service delivery.
  
  

Stakeholder Management

• Collaborate with internal teams (e.g., HR, Facilities, Security) to address service or safety issues.
• Organize and participate in regular meetings to discuss workplace services and safety updates.
• Act as a liaison between employees, contractors, and management to facilitate efficient communication and problem resolution.
  
  

Policies, Processes and Procedures

• Conduct day-to-day activities while ensuring compliance to policies and procedures
• Contribute to the identification of opportunities for continuous improvement of systems, processes taking into account leading practices, changes in business environment, cost reduction and productivity improvement
  
  

Qualifications

Knowledge and Experience

• No prior or minimum years of experience in workplace services, customer service, hospitality management, safety management or related field is required.
  
  

Education and Certifications

• A Bachelor’s degree in Facility Management, Business Administration, Occupational Health and Safety, or equivalent is required.