Contract Workplace Experience Associate (6-months)

Job description

### **Our Journey** The ShopBack Group is Asia-Pacific's leading shopping and rewards platform, trusted by over 20 million active members across 13 markets, including Germany and the United States. Driven by the vision to make every day more rewarding, ShopBack saves members money and time with more ways to earn and more to do with what they earn, and empowers merchants and brand partners to effectively engage its members. Founded in Singapore in 2014, ShopBack now powers over US$5.5 billion in annual sales and half a million transactions a day for more than 20,000 online and in-store partners. ## 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.