Workplace Specialist, APAC

Job description

Objectives of the Position The Workplace Specialist is responsible for delivering an integrated, efficient, and future-ready workplace by combining facilities management, workplace experience, and digital process optimization. This role supports workplace transformation initiatives, including carve-outs, divestment, fit-outs and renovations, while driving improvements in Procure-to-Pay (P2P) processes, vendor performance, and service delivery Responsibilities 1. Workplace Projects (Carve-out, Divestment, Fit-Out, Renovation, Carve-out, etc) Support design, planning, and execution of transformative projects (office fit-outs, renovations, carve-out, divestment, etc). Coordinate with Cluster Leads, project managers, designers, contractors, and internal stakeholders. Ensure projects are delivered on time, within budget, and aligned with company standards. Support implementation of new workplace concepts (e.g., agile workspace, hybrid working, smart office solutions). 2. P2P Process Optimization & Automation Drive automation and digitalization of P2P processes. Ensure accurate and timely processing of purchase requisitions, purchase orders, and invoices. Identify inefficiencies and implement improvements to reduce manual work, cycle time, and errors. Collaborate with procurement, finance, and digital teams on system enhancements and process standardization. Provide guidance on end-to-end P2P activities related to workplace and facilities services (PR, PO, GR, invoice validation), if necessary. 4. Health, Safety & Compliance Ensure compliance with local regulations, company policies, and safety standards. Conduct workplace safety inspections, risk assessments, and drills. Assist in incident investigations and reports. Support emergency response planning and incident management. 6. Stakeholder Engagement Collaborate with internal stakeholders (HR, IT, Business Units). Gather feedback on workplace services and drive improvements. Communicate workplace initiatives, changes, and updates effectively. 7. Budget & Cost Management Assist in managing facilities budgets and operational costs. Monitor expenses and identify cost-saving opportunities. Support invoice processing and financial tracking. Requirements Qualifications & Requirements Bachelor’s degree in Facilities Management, Engineering, Business Administration, or related field. 3–5 years of experience in Facilities Management or IFM environment. Experience in managing outsourced facility services is preferred. Skills & Competencies Strong knowledge of IFM operations and workplace services. Vendor management and negotiation skills. Good understanding of health & safety standards and compliance. Strong communication and stakeholder management skills. Problem-solving and proactive mindset. Ability to work in a fast-paced, dynamic environment. Technical Skills Familiarity with CAFM/IWMS systems. Basic understanding of building systems (HVAC, electrical, etc.). Proficiency in Microsoft Office (Excel, PowerPoint, etc.).