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Associate, Venues (Admin Coordinator)

Apply now Job no: 495177
Work type: Contract, full-time
Location: Singapore
Categories: Administration/Secretarial, Property/Estate Management

You will be part of the Leasing and Venue Management team in the Office of Campus Infrastructure and Facilities (OCIF).  You will handle bookings for leasing of venues on Campus and provide logistics support for these events.  The team supports both internal and external venue users/ hirers.

You will report to a Manager and work together with the Facilities Management team, other SUTD internal departments and our out-sourced service providers to ensure that the venues are well maintained and operationally ready for venue users/ hirers.  You will also work together with key stakeholders in the community to optimize utilization of these venues.

 

Responsibilities:

  • Assist Venue Management day-to-day operations, event coordination or office administration support
  • Administrative support for marketing execution, event and digital campaign related items including creation collaterals to promote and publicize SUTD as a preferred venue for targeted events
  • Handle general administrative tasks such as organising site visits, meetings and day-to-day program planning, including but not limited to the coordination of timeline, logistics and communication with stakeholders
  • Coordinating with internal and external stakeholders on key activities for event coordination, operational requirements and on-site event support,
  • Create database and update contacts of existing and potential hirers.
  • Manage enquiries, booking and finance related processes, and contracts.
  • Ensure all event related stock inventory are well managed, redeemed and delivered.
  • Generate event facilities reports and formulate work processes
  • Obtain feedback and follow up with the relevant departments to mitigate service shortfalls and improve product offerings
  • Carry out procurement of goods and services for venue management related services based on the University’s procurement policy including preparation of requirement specifications, evaluation and drafting the recommendation report
  • Manage the contract administration process including meeting contractual obligations, specification reviews and timely verification & payment of term contractors and ad hoc Invoices including verifying works done
  • Ensure compliance of OCIF procedures and checklists
  • Manage applications for Permit-to-Work (PTW) for contractors engaged by venue hirers
  • Conduct site inspections when required
  • Provide support for University research or academic projects, when required;
  • Other duties as assigned by the Manager.

 

Requirements:

  • Diploma holders with between 1 to 2 years of experience in venue facilitation and event coordination. Fresh graduates are welcome to apply
  • Conversant in Microsoft Office and Microsoft Excel.  Working or related knowledge of AutoCAD and 3D perspective drawing software such as Sketch-up will be an added advantage
  • Good verbal and written communication and interpersonal skills with the ability to write and edit reports
  • A good team player who functions well with multi-disciplinary and multi-departmental teams
  • Enthusiastic and eager to learn
  • Can handle some financial administrative work
  • Enjoys taking a creative and innovative approach to problem solving and able to work independently
  • Ability to multi-task and with an eye for details
  • Works well under pressure especially with time constraints and dealing with unplanned circumstances during events

Applications close: Singapore Standard Time

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