Workplace Operations & Engagement Executive (1 Year Contract) - Kuala Lumpu at Agoda

, Kuala Lumpur, Malaysia -

Full Time

Start Date

Immediate

Expiry Date

15 Jan, 26

Salary

0.0

Posted On

17 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Event Planning, Vendor Management, Interpersonal Skills, Problem Solving, Communication Skills, Attention to Detail, Creativity, Data Privacy, Safety Management, Employee Engagement, Budget Management, Multitasking, Negotiation, Time Management, Team Player

Industry

Software Development

Description

About Agoda Agoda is an online travel booking platform for accommodations, flights, and more. We build and deploy cutting-edge technology that connects travelers with a global network of 4.7M hotels and holiday properties worldwide, plus flights, activities, and more. Based in Asia and part of Booking Holdings, our 7,100+ employees representing 95+ nationalities in 27 markets foster a work environment rich in diversity, creativity, and collaboration. We innovate through a culture of experimentation and ownership, enhancing the ability for our customers to experience the world. Our Purpose - Bridging the World Through Travel We believe travel allows people to enjoy, learn and experience more of the amazing world we live in. It brings individuals and cultures closer together, fostering empathy, understanding and happiness. We are a skillful, driven and diverse team from across the globe, united by a passion to make an impact. Harnessing our innovative technologies and strong partnerships, we aim to make travel easy and rewarding for everyone. As part of our People, Culture, Tech, Travel company, we are looking for someone to be part of an emerging & fast-growing company that able to contribute and manage day-to-day office administration and operations to ensure amazing Workplace Experience, efficient operation of the Office, Facility and Safety at Agoda KL offices. In this role, we expect you to: Engaged with KL office employees to ensure smooth office operation, continue to strive & maintain the highest standard, safe & amazing place to work. Plan, organize and execute office events, projects, operation & activities planning, initiatives to promote employee’s engagements, positive office culture, celebration, townhall, CPR/fire evacuation training, annual, social party& etc. Be the center point of contact internally & externally as you will be working closely with multiples team & sites, building rapport with building management, vendors, suppliers & contractors. Manage & responsible for office accounts which include purchasing whole office supplies within budget, payment/invoice request/ensuring payment is made on time. Maintain office supplies inventory, stock tracking, placing orders as necessary, and ensuring optimal stock levels. Manage office facilities and liaise with vendors for repairs and maintenance, ensuring the entire office is in tip top condition & business looking like at all times. Oversee procedures to ensure Agoda compliance & SOP. Manage securities & cleaners. EXPECTATIONS - BEHAVIORS AND VALUES In order to be successful in this role, you must have: - MUST have at least 2 years & above in handling office activities/able to build hype, creative in providing good working environment/experience to employees in office & office administration. Hyper-organized: Juggles deadlines, vendors, and events seamlessly People-first attitude: Energized by creating a positive workplace. Problem-solver: Fixes issues (facility, tech, logistics) proactively. Proven experience in office administration, engagement, or related roles Strong ability to multitask, great planning skills to set priorities & able to handle multiple assignment/projects. A talented, energetic, results-oriented person who loves working in a fast-paced, multinational environment. Exceptional interpersonal skills, wisdom, problem solving, negotiation, listening & etc. Great attention to details & ability to meet tight deadlines. Excellent communication skills, both oral & written Able to work in a fast paced environment with 4 Agoda values. Move Fast, Take ownership, Be The Best, Experiment & measure with high level of integrity & discretion. Face of the office and the company (Professional appearance & well-mannered in all aspect) Positive, can-do attitude & passion to change things for better/improve efficiency. Ability to work independently & effectively with minimal supervision. Ability to maintain confidentiality and handle sensitive information with discretion Creativity in designing posters and visual content for office communications and events. Proficiency in Canva or similar design tools is required to create posters, visual materials for office events, and communications. Basic video editing skills are an advantage. Strong understanding of data privacy & confidentiality (P&C), safe data handling & sharing, safeguard all data accessed & ensure compliance with company data protection policies. Experience configuring and managing employee access cards, including issuance, activation, and deactivation is preferred Diploma or Degree holder in any field Helpful/supportive & a team player Punctual Visitors’ management and receptions tasks: o Ensure Agoda’s compliance & SOPs are followed (IT security, building compliance). o Audit data access permissions to prevent breaches o Configure and manage employee & guests access card * systems (cards, permissions) o Manage and ensure reception, rear entrances of the building area & whole office are clean, tidy and project a business-like image at all times. o Welcoming new employees prior/1st day at work, delivering badges, headsets, and instructions. o Greet guests at reception and lead/give correct directions to guests o Register, prepare, and provide badges to authorized visitors/guests and collect badges after their visit. o Follow special visits procedures (e.g. authority visits) after completing the Compliance team training. o Handle inbound and outbound calls. Answer calls with the proper company introduction, provide full assistance and accurate information. Make outgoing calls when needed o Manage mails & deliveries o Assist in preparing training materials. o Assist to apply work permit from building management o Print out posters and placing them around the office Office & Facility management: o Troubleshoot basic office tech issues (printer, access systems) o Provide equipment for the office, resources, and facilities to meet employees’ needs. o Handle entire office wear & tears as well as facility maintenance ensuring everything remains in good working condition at all times. o Ensure all office wear & tears and faulty equipment are repaired within 3-5 working days. o Ensure vendors perform routine service as schedule (i.e. pest control, air con & air purifier maintenance, hand sanitizer & etc) o Ensure all meeting rooms are equipped with functional equipment & supplies e.g., projectors, whiteboards, marker pen, duster, sanitizer & etc.). o Maintain emergency equipment (e.g., fire extinguishers, first aid kits) and ensure they are regularly inspected and accessible o Ensure washrooms are stocked with toilet paper & hand soap, notify building management if supply is low. o Oversee waste management and recycling efforts to maintain environmental standards. o Assist with season parking allocation. Office supply & stock management: o Manage budgets, invoices, and vendor contracts (negotiate costs, renewals) o Manage & oversee purchasing and distribution process efficiently o Verify purchase orders against invoices before submitting payment request. o Submit payment requests for all purchases to HQ & ensure timely payment to avoid delays o Conduct regular inventory audits, monitor usage patterns, prevent shortages or overstocking and improve reordering efficiency. o Manage office & pantry supplies (including headsets, building & agoda access card, lanyard & etc). Place order whenever stock is running low. MUST ensure we have stock at all times. o Forward reports to Payroll teams for deductions in case of company’s lost properties Safety management: o Ensure health and safety requirements in the working environment are met. o Maintaining office security by adhering to safety procedures. o Ensure all employees are familiar with emergency exits, evacuation procedures, and assembly points. o Arrange fire & safety training according to SOPs, work with trainers and maintain an updated safety and emergency response plan, reviewing it annually and communicating changes to all staff. o Ensure fire extinguishers, emergency lights, and first aid kits are in place, easily accessible during the weekly office rounding check and when building management conduct routine safety check. o Conduct regular fire alarm checks organized by the office building’s management and perform routine security checks. o Ensure all relevant departments are notified via email pertaining to routine fire alarms checks, yearly fire evacuation drills & coordination with all team managers and leaders accordingly. Employee Engagement & Workplace Experience: o Conduct regular surveys or feedback sessions to understand employees' preferences for events and activities. o Stay updated on the latest trends in office engagement activities and explore new merchandise/swags options for events, including prizes and door gifts, to keep our initiatives fresh and exciting. o Plan budgets for events o Purchase food and beverages and organizing catering services. o Decorate reception area for festivals & celebrations o Book and inspect venue(s) for event. o Send invitation to office employees. Vendor management: o Arrange & manage cleaners ensuring the entire office is always clean, tidy & maintain professional appearance. o Handle & manage security ensuring staff adhere to office SOPs & IT security compliance. o Monitor vendor performance regularly and conduct periodic reviews to ensure service quality meets expectations o Establish clear service-level agreements (SLAs) with vendors, outlining expected response times, maintenance schedules, and escalation procedures o Conduct regular audits of vendor services and their adherence to company standards and office protocols. o Review contracts & agreements, coordinate with reporting manager or Workplace Experience team for translation from local languages to English if needed. o Secure new vendors, suppliers or contractors when required o Keep an up-to-date vendor contact list for emergency repairs or urgent service requests o Ensure all contracts or agreements are renewed in a timely manner. Negotiate annual contracts and seek cost-saving opportunities without compromising quality o Control costs by preparing office expenses budget o Follow up bills/invoices, ensuring timely payment. o Build a rapport with vendors to secure favorable pricing and services. o Arrange contract renewal whenever necessary. Additional Main Task: o Arrange & handle all office activities eg: CNY, town hall, monthly birthday celebration & etc. o Onboard new hires (send onboarding emails, badges, workstation setup, orientation). o Perform ad hoc task/project from managers/site lead/HQ #kualalumpur #2 #LI-CC1 Discover more about working at Agoda Agoda Careers https://careersatagoda.com Facebook https://www.facebook.com/agodacareers/ LinkedIn https://www.linkedin.com/company/agoda YouTube https://www.youtube.com/agodalife Equal Opportunity Employer At Agoda, we pride ourselves on being a company represented by people of all different backgrounds and orientations. We prioritize attracting diverse talent and cultivating an inclusive environment that encourages collaboration and innovation. Employment at Agoda is based solely on a person’s merit and qualifications. We are committed to providing equal employment opportunity regardless of sex, age, race, color, national origin, religion, marital status, pregnancy, sexual orientation, gender identity, disability, citizenship, veteran or military status, and other legally protected characteristics. We will keep your application on file so that we can consider you for future vacancies and you can always ask to have your details removed from the file. For more details please read our privacy policy. Disclaimer We do not accept any terms or conditions, nor do we recognize any agency’s representation of a candidate, from unsolicited third-party or agency submissions. If we receive unsolicited or speculative CVs, we reserve the right to contact and hire the candidate directly without any obligation to pay a recruitment fee.

Responsibilities

The Workplace Operations & Engagement Executive will manage day-to-day office administration and operations to ensure a positive workplace experience. This includes planning office events, managing supplies, and ensuring compliance with safety and operational procedures.