Workplace Services Coordinator

Control Risks

. Deliver service-oriented support to the Shanghai office .

Posted 11/6/2026full-timeShanghai • ChinaMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and communication skills while managing office operations, vendor relationships, and employee support. Proficient in coordinating projects and events, ensuring compliance with safety standards, and maintaining a productive office environment.

Highest-signal resume keywords

Office Operations ManagementVendor Relationship ManagementMS Office 365 ProficiencyProject CoordinationEnglish Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Office Security Systems ManagementVendor Documentation ProcessingRisk AssessmentIncident ReportingHSE ReportingEvent CoordinationCRM Record UpdatingOffice Lease ManagementEmployee OnboardingOffice Technology Maintenance

Soft Skills

Strong CommunicationOrganizational SkillsTime ManagementAdaptabilityAttention to Detail

Industry Keywords

Building ManagementSupplier ManagementContractor SupervisionEnvironmental InitiativesSafety Compliance

About the role

Key responsibilities & impact

Deliver service-oriented support to the Shanghai office
Manage day-to-day operations of the Shanghai office
Maintain relationships with building management, vendors, suppliers, contractors, landlords, and service providers
Manage employee access cards and office security systems
Process vendor documentation and payments in accordance with Finance processes
Supervise on-site contractors and ensure work meets agreed standards
Oversee stationery and office supplies
Coordinate with IT to maintain office technology and network services
Support office lease management, office moves, employee onboarding, and departures
Collaborate with Global Workplace Services to share best practices and improve office operations
Conduct office inspections, risk assessments, incident reporting, and HSE reporting
Maintain emergency contacts and coordinate first aid, fire warden training, fire drills, and safety compliance
Coordinate environmental initiatives and maintain a clean, safe office environment
Provide front-of-house support for employees and visitors
Coordinate internal and external events, catering, meetings, travel arrangements, and visitor access
Support conferences and local events with Marketing, including registrations, venues, materials, and logistics
Prepare employee communications and maintain intranet and other documentation
Provide administrative and business support to local leaders and sales and marketing teams
Update CRM records and support account management with logistics, contract formatting, translation, and marketing-material editing

Requirements

What you’ll need

Excellent English communication skills – written and spoken
Organised and diligent, with good time management skills
Flexible, able to adapt and manage change
Strong communicator, using a professional tone both externally and internally - ability to build trust and rapport with stakeholders across a variety of levels
Ability to use own initiative, proactively find solutions and own key decisions on office operations
Ability to work in a busy and fast paced professional environment
Punctual and responsive
High attention to detail
Ability to manage small workplace projects and events to agreed timelines and budgets.
Strong experience in the use of MS Office 365 products
Experience in large-scale office projects and moves preferred