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Associate, Venue Management (3 years contract)

Apply now Job no: 494829
Work type: Contract, full-time
Location: Singapore
Categories: Administration/Secretarial, Corporate Services, Facilities/Building/Security

You will be part of the Leasing and Venue Management team in the Office of Campus Infrastructure and Facilities (OCIF).  You will be involved in marketing, sales and managing bookings for casual leasing venues on Campus and provide logistics supports for these events.  This team supports both internal and external venue users/ hirers.

You will report to a Venue Management Lead 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 to identify venue opportunities to maximize potential revenue and optimize usage of spaces and facilities on campus 

  • Assist in preparation of marketing programs and collaterals to promote and publicize SUTD as a preferred venue for targeted events

  • 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 permits-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

  • Support the Leasing Team and any other duties as assigned by the Manager.

     

 

Requirements:

  • Degree/Diploma with minimum of 2 years of experience in venue facilitation, planning and coordination of 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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