Workplace Assistant (Receptionist)

Job TitleWorkplace Assistant (Receptionist)

Job Description

The Role

The Workplace Assistant (WA) plays a vital role in ensuring the smooth, safe, and efficient operation of the Singapore office. Acting as the first point of contact for internal and external stakeholders, this role supports a wide range of workplace functions. The Workplace Assistant will form part of a Global

Workplace Services team and will proactively contribute to a high-performing, welcoming, and well-maintained environment that reflects the company’s values and supports business success.

This role is a 5 day per week in office position and work maybe required out of hours due to the nature of the role.

Workplace & Facilities Management

Oversee daily workplace operations including reception duties, call screening, pantry and stationery procurement, courier coordination, and mail distribution.

Manage meeting room calendars and ensure spaces are clean, functional, and well-equipped and ensuring catering is ordered efficiently when requested.

Liaise with building management and vendors to resolve facilities-related issues promptly.

Conduct regular floor walks to proactively identify and address maintenance, cleanliness, and safety concerns.

Take day-to-day ownership of the access control system requirements and the desk/meeting room booking platform.

Ensure compliance with local Health & Safety regulations and enterprise standards.

Support sustainability initiatives such as waste reduction, energy efficiency, and green procurement.

Assist in the development and implementation of workplace standards, ensuring consistency in service delivery, space usage, and employee experience.

Collaborate with out global locations as required to align enterprise standards

Administrative Support

Process office invoices; liaise with Finance for timely payments.

Provide ad hoc administrative support as required.

Support cross-functional collaboration and communication across teams.

Travel & Logistics

Arrange domestic and international travel including flights, accommodation, transport, and visa applications.

Maintain travel records and ensure compliance with travel policies.

Event Coordination

Organise and manage in-office events, seminars, and key meetings.

Support logistics for external events and conferences working with the marketing team

Coordinate staff engagement activities such as treaty celebrations, office socials, and team-building events.

Workplace Experience & Culture

Foster a welcoming and inclusive office environment that reflects company values.

Act as a culture ambassador, supporting initiatives that enhance employee wellbeing and engagement.

Champion diversity, equity, and inclusion in everyday interactions and event planning.

Collaborate with the Workplace Coordinator to continuously improve the employee experience through feedback, innovation, and service excellence.

Qualifications & Experience

Minimum of 2 years of experience in building/workplace management or office support

Demonstratable experience of working with Building Management and vendors

Strong organisational and multitasking skills with attention to detail.

Excellent verbal and written communication and interpersonal abilities.

Proactive, resourceful, and solution-oriented mindset.

Comfortable working independently and as part of a team.

Familiarity with Microsoft Office systems (teams, outlook, PowerPoint)

Working For Pacific Life Re

Every person in our global team is valued for the unique qualities they bring to our business and we seek to build their expertise and support their individual ambitions at every step. Of course, we take our work seriously and we know our team can operate under great pressure. We work hard and thrive on achievement, but we also know how to have fun and relax too. We regularly host a range of team building days to strengthen our team's connection with each other and reflect on their successes.

Providing employees with a healthy work-life balance is very important to our culture. We have a wide range of employee benefits and we host regular social activities and well being initiatives. We are also committed to supporting our employee's involvement in their communities, by actively fundraising, hosting charity events and overseeing volunteering opportunities.

Benefits

Leave

23 days of annual leave with option to buy/sell more days

Adoption and fertility leave

Generous enhanced parental leave

Healthcare

Comprehensive private insurance coverage for employee and dependents

Group Term Life Insurance coverage of 5x basic annual salary, Group Accelerated CI of 1x annual basic salary and Group Accidental Death & Dismemberment of 3x annual basic salary

Optical & Dental benefits

Additional flexi benefits

Wellness

Access to Employee Assistance Program

Time off for volunteering

Charitable matching of employee donations

As part of our commitment to diversity and inclusion, we will provide reasonable adjustments during the recruitment process to ensure equal access to applicants with disabilities. Please contact us about your needs so that we can discuss these with you to make sure that suitable adjustments are made, where possible.

Pacific Life Re Values

Please click here to view our company values

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