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Senior Associate/Associate, (Venues), Contract

Apply now Job no: 495177
Work type: Contract, full-time
Location: Singapore
Categories: Facilities/Building/Security, 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.



  • Oversee Venue Management day-to-day operations
  • 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 targets and preparation of annual budgets
  • Monitor, track and prepare regular updates/ reports on sales and operations
  • 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
  • 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.



  • Minimum Degree/Diploma with minimum 3 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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