Workplace Experience Coordinator

Overall Role

As the Workplace Experience Coordinator, you will own the day-to-day workplace experience and act as the first impression for employees, visitors, and partners. You will deliver a high-touch, high-impact workplace environment by combining warm hospitality, strong operational discipline, proactive communication, and practical follow-through.

This role works closely with the Workplace Manager, the local building community team, the serviced office or co-working partner, and other cross-functional stakeholders such as IT, Corporate Security and others. You will support daily operations, employee requests, workplace activations, events, vendor coordination, and broader regional initiatives that improve employee experience and operational excellence.

The ideal candidate is proactive, composed, service-minded, and comfortable making real-time decisions within agreed guardrails. They take ownership, solve problems with good judgement, and know when to escalate safety risks, major disruptions, material budget changes, policy decisions, or issues with broader site impact.

Duties & responsibilities

Workplace Experience And Employee Hospitality

• Serve as the first point of contact for employees, visitors, and partners in the office, providing warm, professional hospitality while following site security and visitor protocols.
• Own the overall workplace experience day to day, proactively identifying and resolving issues end to end and escalating only where safety, material cost, scope, policy, or leadership decisions are required.
• Foster a welcoming and inclusive office environment by engaging routinely with employees, gathering workplace feedback, and creating a strong sense of community.
• Maintain visible workplace presence through regular floor walks, reception support, and employee touchpoints to ensure desks, meeting rooms, pantries, utilities, and shared spaces are clean, stocked, safe, and ready for use.
• Respond to employee requests and feedback through Jira, Slack, email, or other agreed channels with empathy, accuracy, and efficiency.
  
  

• Oversee day-to-day office operations, including mail, shipping and receiving, office supplies, snacks, general inventory, workspace readiness, and service follow-up.
• Support meeting rooms, all-hands spaces, and other bookable areas by troubleshooting calendar clashes, room readiness, AV setup, and daily reset needs.
• Set up desks, provision workplace equipment, conduct office tours, and provide a memorable onboarding experience for new hires in partnership with Workplace and People teams.
• Conduct site inspections and assessments to ensure building procedures, service standards, and performance measures are maintained.
• Identify opportunities to improve operational standards, employee experience, efficiency, and cost effectiveness.
  
  

• Coordinate and execute on-site and remote events, including space booking, room layout, AV setup and takedown, guest greeting, catering, rentals, logistics, and post-event reset.
• Manage event requests, changes, and last-minute needs calmly and efficiently while keeping stakeholders informed.
• Partner with catering, F&B, events, and logistics teams to ensure event delivery, food quality, timing, and guest experience meet expectations.
• Support Workplace-led employee programs, office activations, company traditions, celebrations, and JAPAC cultural initiatives.
• Prepare monthly or quarterly event, program, and experience reports as required by the Workplace Manager.
  
  

• Coordinate with external vendors and building partners for cleaning, maintenance, IT support, catering, access control, and day-to-day facilities needs.
• Support and ensure that JLL KPIs and savings targets are met.
• Maintain strong working relationships with building management teams, including coordination of cleaning schedules, maintenance visits, access requirements, and site projects.
• Assist in the implementation of Industry Best Practice operations, in accordance with JLL’s OpsAIDE and JCAP standards and processes
• Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained always. Seek ways to improve operational standards and cost effectiveness
• Prepares monthly and quarterly reports in a timely manner for JLL reporting to client.
• Perform any ad-hoc tasks as directed by the Workplace Manager
  
  

• Assist in carrying out safety procedures as requested
• Maintaining site induction registers and conducting training for vendors and employees where JLL acts as principal
• Ensure compliance with insurance, legal, health and safety obligations
  
  

• Responsible in the procurement of vendors and services as required
• Responsible in the management of all contractors on site to ensure they perform to the required standards including inspection of vendors’ works
• Responsible in the management of vendor register.
  
  

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• Track budget-related details for events and workplace programs, escalating when costs, scope, risk, or safety considerations materially change.
• Ensure prompt and accurate management of purchase orders in JDE
• Responsible for Invoice and Payment process for vendors on JLL & client system.
  
  

• 2-3 years minimum prior relevant experience in hospitality, facility / property management, operations and/or knowledge of commercial real estate, preferred
• Strong operational mindset with a genuine passion for creating meaningful employee and visitor experiences.
• Proven ability to manage multiple priorities, competing requests, and time-sensitive tasks with strong attention to detail.
• Excellent written and verbal communication skills across email, Slack, in-person interactions, and stakeholder updates.
• Adaptable to the use of AI tools to support productivity and efficiency
• Proficiency with Google Workspace and Microsoft Office; comfort using Jira, help desk tools, Slack, and other workplace systems.
• Professional, positive, solutions-oriented style with exceptional customer service skills and sound judgement under pressure.
• Ability to work independently with limited supervision while collaborating effectively with local, regional, and global teams.
• Experience coordinating events, catering, AV, vendors, or serviced office environments is highly regarded.
• Basic familiarity with purchase orders, invoice processing, vendor management, or workplace reporting is preferred.
  
  

• This role is expected to be primarily on-site.
• The role may require occasional overtime or after-hours coverage for events, incidents, office activations, or urgent workplace needs.
• The successful candidate should be comfortable being highly visible in the office, walking floors regularly, engaging with employees, and taking practical ownership of workplace issues.