Job Description

Operations & Resident Services
• Support overall operations of Faculty Housing at Kent Vale, ensuring consistent service delivery and resident satisfaction.
• Oversee and support front desk operations, including resident enquiries, records management, and service requests.
• Coordinate security-related operational matters within Kent Vale.
• Oversee the resident lounge and breakfast service operations for serviced apartments.
• Maintain and update resident records accurately in the Property Management System.
• Manage resident maintenance requests, feedback, and defects by assigning tasks to technicians, tracking progress, and ensuring timely closure.
• Handle escalations and operational issues as required.

Cross-Functional Coordination
• Serve as a liaison with internal and external stakeholders including Finance, Allocation, Procurement, Housekeeping, Project teams, and other housing properties, coordinating workflows and follow-ups to ensure timely execution.
• Manage vendor relationships, including monitoring performance, contract compliance, and service level agreements.
• Coordinate contract renewals, quotations, and vendor engagements with Finance and Procurement teams.
• Support procurement activities including Approval of Requirement/Purchase Requisition requests, goods receipt, Invitation-To-Quote, and participation in tender processes.
• Collaborate with Finance to review and investigate high or abnormal utilities consumption.

Building & Facilities Management
• Oversee day-to-day building operations, ensuring facilities are safe, well-maintained and compliant with University and regulatory standards.
• Coordinate preventative maintenance, inspections, and repair schedules.
• Liaise with contractors and maintenance staff to address building-related issues promptly.
• Monitor building systems (e.g., electrical, plumbing) to ensure efficient operation and minimal disruption to residents.

Process Improvement & Systems Support
• Conduct periodic reviews of procedures, workflows, and policies to identify opportunities for efficiency and service improvements, simplifying coordination, reducing manual effort and improving visibility across teams.
• Support use and enhancement of operational systems and digital tools to streamline processes and improve tracking and reporting.
• Assist in documenting standard operating procedures (SOPs) to support consistency and operational resilience.
• Act as system administrator for assigned platforms (e.g. facilities booking and ID administration), including billing verification and account management.

Reporting & Administration
• Generate, track, and analyse operational and maintenance-related KPIs, including monthly maintenance defects reports.
• Prepare regular operational summaries and reports for management and relevant stakeholders.
• Handle office administration and selected financial matters for the Kent Vale Management Office.
• Collect payments and generate receipts for applicable charges (e.g., furniture removal/reinstatement, loss of keys or access cards).

Community & Engagement
• Plan and execute resident engagement programmes and events for Faculty Housing.
• Support initiatives that enhance the residential experience and foster community within Kent Vale.

Other Responsibilities
• Perform ad-hoc duties as assigned by management to support operational needs.

Qualifications

• Degree with a minimum of 2 years relevant experience in operations, administration, customer service, hospitality, facilities, or building management.
• Strong written and verbal communication skills.
• Highly organised, meticulous and able to adapt in a fast-paced operational setting.
• Demonstrate initiative with a proactive and solution-oriented mindset.
• Ability to work independently with minimal supervision while functioning effectively as part of a team and assume supervisory responsibility when required.
• Comfortable coordinating across multiple stakeholders and managing competing priorities.
• Technologically aware, with strong proficiency in Microsoft Outlook, Word, PowerPoint, and Excel.
• Highly proficient in spreadsheet usage, data tracking, and file management systems.
• Prior experience in hospitality, housing, or facilities operations will be an advantage.