Job Description

I.     Facilities Operations and Housekeeping Activities

• Coordinate daily operations of facility, including maintenance, security, and housekeeping, and prepare reports to Deputy Head Admin and Finance.  
• Handle preventive maintenance schedules and checks, ensuring all systems and equipment are fully functional/ in order and all facility-related services comply with building codes, fire safety and occupational health standards. 
• Work closely with the University Campus Infrastructure, Carpark Unit, and the Dean's Office Space and Safety Team to keep them informed about ongoing and upcoming works and maintenance activities. 
• Maintain accurate records and reports of maintenance activities, repairs, and facility-related expenditures to Deputy Head (Admin and Finance). 
• Respond to faculty and student related matters pertaining to facilities and maintenance promptly. 
• Respond promptly to urgent issues such as the insufficient deployment of skip tanks, unexpected waste disposal needs, or inadequate time for movers to complete their tasks.
• Track expenses and implement cost control measures including budget reports and provide recommendations for cost savings and efficiency improvements.

II.    Workplace Safety and Health (Department of Architecture)

• Provide secretariat support to the Safety Chairperson and Committee.
• As a safety coordinator for the Department and one of the Department’s fire safety wardens, liaise with CDE (OSIS) team and NUS ORMC on safety audit of DOA’s facilities and operations. 
• Arrange regular check and inspection of Department facilities at SDE 1 and 3 and 4 Studios. 
• Assist Head of Department and Deputy Head on the Department's Safety KPI submission via online portal. 
• Review submitted risk assessment forms for overseas and local student field trips. 
• Conduct regular safety inspections and implement corrective actions as necessary.

III.   Administrative Support and Operations Management on Venue/Space 

• Assist with ad-hoc venue bookings: support internal stakeholders by arranging venues for events such as exhibitions, workshops, or seminars in a timely manner. 
• Notify UCI about the air conditioning and lighting requirements as necessary and liaise with NUS CAM for the facilities services. 
• Monitor and maintain cleanliness by keeping records and remind requestors of their responsibility of the spaces and rules to be adhered to. 
• Assist in monitoring space utilization, especially the use of space in DOA Design Studios for storage purposes during the semester break.
• Collaborate with Programme Directors and UCI to schedule extension and plan activities of air-conditioning, fans, lighting, security for door access and monitor cleanliness for spaces under DOA’s purview. 
• Coordinate with admin, UCI and other parties to ensure that the facilities are in good working condition across the academic year.
• Support Deputy Head (Admin and Finance) in securing and distribution of faculty office spaces. 

IV.   Archival Works 

• Assist in the packing and logistic arrangement of books and publications to be donated to local and overseas.
• Record and digitize 35mm slides & VHS teaching tapes.
• Maintenance & upkeep of the record & equipment.
• Collect & collate donation of teaching slides from various sources.
• Arrange, sort, record & organize materials from VICO collections.
• Provide support to the Singapore Architecture Archive Initiative (support by SIA-BOA, URA & NLBNHB).

Qualifications

•    Degree holder in any discipline. 
•    Minimum of 3-5 years of relevant work experience, with focus on operations and managing infrastructure / facilities or amenities. 
•    Prior work experience in building management services would be beneficial. 
•    Strong organizational, communication, and interpersonal skills.
•    To be physically fit as physical demands include occasional lifting, climbing, and walking around campus grounds (SDE1, SDE3 and SDE4). 
•    Meticulous, well-organized and able to multi-tasks as well as manage multiple priorities simultaneously. 
•    Team player who is independent and able to work collaboratively with various stakeholders.
•    Well-versed in Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Adobe Acrobat (PDF). 

More Information

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department : Architecture

Employee Referral Eligible:

Job requisition ID : 27890