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Hostel/Facilities Coordinator (Associate, Office of Housing - Contract)

Job Req ID:  2202
Employee Category:  Admin
Department:  Office of Student Experience and Transformation

This role supports the Office of Housing in day-to-day operations and cross-functional initiatives that keep SUTD's hostels safe, efficient, and student-ready. The responsibilities include operations, facilities coordination, events/space bookings, and administrative support for major procurements. The peak activity occurs around hostel mass check-in/out with a cycle of four times a year.

Key Responsibilities:

A. Hostel Mass Check-In/Out (4× annually)

  • Assist in planning and executing end-of-term mass check-out and new-term check-in operations across hostels.

  • Coordinate workplans, rosters, and vendor readiness (cleaning, M&E, security, waste/recycling).

  • Set up and run on-site ops rooms; track issues, escalate, and close the loop.

  • Manage communications and FAQs to students/faculty; handle exception cases.

  • Monitor turnaround KPIs (room readiness, defect rectification, lost/found, deposit matters).

B. Facilities & Events Bookings (Academic Stakeholders)

  • Oversee booking requests from academic schools/units for hostel facilities and event spaces.

  • Maintain the master bookings calendar; enforce usage policies and SLAs.

  • Coordinate setup (furniture/AV), access control, permits, safety/RAMS, and post-event reinstatement.

  • Track utilization data; recommend policy or process improvements.

C. Facilities Upkeep & Admin/Procurement Support

  • Support the Facilities team with inspections, work orders, preventative maintenance schedules, and contractor supervision.

  • Raise and track defects; verify completion and quality before closure.

  • Assist the Admin team in tender preparation for major services (e.g., cleaning, security, laundry, waste, term contracts):

    • Collate requirements & specifications, historical consumption, and service levels.

    • Prepare procurement documents (specs, evaluation matrices, acceptance criteria).

    • Schedule site show-rounds and tender clarifications; support evaluation documentation.

  • Maintain accurate records, dashboards, and audit trails.

D. Cross-Functional & Compliance

  • Liaise with Housing Operations, Student Life, Campus Security, Estates/Facilities, Finance/Procurement, and academic units.

  • Handle data in line with PDPA and university governance.

  • Contribute to continuous improvement (SOPs, checklists, playbooks, dashboards).

Qualifications & Experience:

  • At least Diploma in Facilities/Building Services, Hospitality, Operations, Business or related fields.

  • Have 1–4 years’ experience in operations, facilities/events coordination, or campus housing.

  • Exposure to Facilities Management contracts, public-sector procurement, or campus operations will have added advantage.

Skills & Competencies:

  • Strong coordination and stakeholder management; clear written and verbal communication.

  • Practical knowledge of facilities operations and vendor supervision.

  • Comfortable with SOPs, checklists, and live issue tracking during peak events.

  • Data-savvy: proficiency in spreadsheets, dashboards, and basic reporting.

  • Familiarity with booking systems, CMMS/CAFM, IBMS/HMS, and access control.

  • Detail-oriented, calm under pressure, able to multitask and solve problems in real time.

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