Job Description

• Serve as the primary front-facing liaison for UTown Management, manage walk-in, phone, email enquiries, and provide clear, accurate guidance on booking procedures, policies, and space-use guidelines.
• Assess, process, and facilitate approvals for facility bookings, while coordinating the management of UTown spaces, including bulk bookings, storage areas, study spaces, notice boards, and digital signage.
• Manage end-to-end billing and payment processes, including the preparation of quotations, payment notes, and invoices, tracking and following up on outstanding payments, maintaining accurate financial records and journals and supporting student payroll matters for student assistants.
• Oversee the administration and control of keys, visitor cards, fixed assets, office inventory, and the phone system, including the procurement, storage, stocktaking and replenishment of office supplies to ensure operational readiness.
• Monitor, report, and follow up on maintenance, audio-visual, and security issues with relevant NUS offices to ensure timely resolution and minimal service disruption.
• Carry out day-to-day administrative responsibilities and support additional ad-hoc duties as assigned to meet operational needs.

Qualifications

• Diploma holder with at least 3 to 5 years’ of relevant working experience.
• Experience in facilities management, venue management and/or administrative support preferred.
• Good written English and communication skills.
• Comfortable working in a fast-paced environment.
• Demonstrates effective critical thinking, and problem-solving skills in handling day-to-day operational matters.
• Friendly, approachable, and able to interact confidently.
• A good team player with a positive work attitude and willingness to learn and adapt to changing operational requirements.
• Able to multi-task, meeting timelines and handle operational responsibilities efficiently.
• Proficient in PC skills (e.g. Microsoft Office – Word, Excel, Outlook) with the ability to use administrative and booking systems effectively.

More Information

Location: Kent Ridge Campus

Organization: University Campus Infrastructure

Department : Campus Life

Employee Referral Eligible: Yes

Job requisition ID : 31653