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Associate, Venue Management (3 years contract)

Apply now Job no: 494686
Work type: Contract, full-time
Location: Singapore
Categories: Facilities/Building/Security, General Management, Property/Estate Management, Others

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:

  • Identify venue opportunities to maximize potential revenue and optimize usage of spaces and facilities on campus 
  • Develop and manage marketing programs and collaterals to promote and publicize SUTD as a preferred venue for targeted events
  • Assist Manager in setting and ensure meeting of team targets and preparation of annual budgets
  • Monitor, track and prepare regular updates/ reports on sales and operations
  • Plan, manage and procure consumables, fixtures and equipment for use in venue hire and events
  • Market and sell venue space to external venue hirers
  • Establish and manage customer relationships
  • Provide value-added services in order to generate new or repeated businesses for event venues
  • Liaise closely with vendors and contractors to ensure smooth operations for every event and day-to-day operations, including but not limited to the coordination of timeline, logistics and communication
  • Identify and secure internal resources by liaising with other relevant departments for management of events
  • Provide internal and external venue event management services by coordinating with internal and external stakeholders on operational requirements and on-site event support
  • Manage administration of enquiries, booking and finance related processes, and contracts.
  • Create database and update contacts of existing and potential hirers.
  • 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
  • Regular checks and verification of consumables and equipment inventory and ensure timely replenishment (if required)
  • Manage applications for Permit-to-Work (PTW) for contractors engaged by venue hirers
  • Conduct system audits and site inspections when required
  • Provide advice and support for University research or academic projects, when required;
  • Preparation of management reports and tracking of KPIs;
  • Other duties as assigned by the Manager.

 

Requirements:

  • Minimum Degree/Diploma with minimum 5 years of experience in venue facilitation, planning and coordination for events
  • Conversant in Microsoft Office.  Working knowledge of AutoCAD and 3D perspective drawing software such as Sketch-up will be an added advantage
  • Working knowledge/ certification in WSH-Bizsafe will be an added advantage.
  • Excellent verbal and written communication and interpersonal skills with the ability to write clear and precise reports and relate complex information in a simple way to a diverse range of people
  • A good team player who functions well with multi-disciplinary and multi-departmental teams
  • Ability to think in a practical, structured and methodical way of thinking
  • Strong numeracy and financial management skills
  • Good negotiation skills with excellent customer-centric mindset
  • 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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