Assistant Executive, Office of Campus Housing

1 week ago

Singapore NTU (Nanyang Technology University- Main Office-HR) Full time
The Office of Campus Housing (OCH) serves to make NTU the hub and destination to deliver best-in-class campus for learning, working, and living. OCH is a critical department responsible for student and faculty housing on campus, the sports and recreational facilities, and its related services.

The candidate selected can excel across the following functions:

Resident Relations / Stakeholder Relationship Management:
  • Engage the residents / users / stakeholders to better understand emerging needs and actively contribute towards the solutioning process.
  • Collaborate with colleagues within and outside of the Department to timely respond to and resolve the user's request / feedback / complaints received via prevailing input avenues e.g. through online service platforms, over-the-counter enquiries, emails, phone calls, etc.
  • Maintain timely and accurate records, e.g. resident particulars, occupancy, availability, etc. for management reporting, enabling invoicing, etc.
  • Process housing application, assign appropriate room / housing unit with housing management system.
  • Manage facilities reservations via prevailing booking avenues, including ensuring pre and post-event provisions are in order.
  • Execute periodic stock-take and disposal of managed inventory and assets.
  • Collate investigative findings / supporting documents for incident reports (e.g. CCTV footage and access logs for security-related incidents; site photos for insurance reporting, etc.).
  • Ensure a safe, secure and conducive environment across managed spaces:
    • Attend / schedule regular walkaround of OCH managed premises.
    • Provide advisory to user during sighting of breach of rules and regulations.
    • Escalate recalcitrant cases for enforcement action.
  • Assist in developing the specifications / requirements for the procurement of goods and services required for the function.
  • Contribute to the content and to send approved advisory to residents e.g. informing of routine or scheduled maintenance, unplanned disruption, etc.
  • Other ad-hoc duties as assigned by the People Manager.


Housing Operation Support & Contract Management:
  • Ensure readiness of OCH premises by checking, inspecting, monitoring, and following through the set up / reinstatement process with internal stakeholders to ensure satisfactory completion including furnishing, provision, keys etc.
  • Collaborate with colleagues within and outside of the Department to timely respond to and resolve the user's request / feedback / complaints received via all input avenues e.g. through online service platforms, over-the-counter enquiries, emails, phone calls, etc.
  • Inspect areas / premises and interacting with customers to identify areas for improvement.
  • Prepare advisories for residents on scheduled maintenance and unscheduled works.
  • Assist in developing the specifications / requirements for the procurement of goods and services required for the function.
  • Raise work request / purchase orders for maintenance and improvement works within approved budgets, and certify works are completed in a satisfactory manner.
  • Execute periodic stock-take and disposal of managed inventory and assets.
  • Monitor service delivery and adherence to contractual obligations of vendors by:
    • Evaluating the service standards;
    • Providing timely feedback to contract owners;
    • Reporting service lapses
    • Site supervision to ensure compliance to safe work procedures by vendors.
  • Ensure a safe, secure and conducive environment across managed spaces:
    • Attend / schedule regular walkaround of OCH managed premises.
    • Provide advisory to user during sighting of breach of rules and regulations.
    • Escalate recalcitrant cases for enforcement action.
  • Maintain accurate and timely records (e.g. maintenance issues, fault reporting) for submission of reports, trend analysis, etc.
  • Other ad-hoc duties as assigned by the People Manager.


Requirements:
  • Entry level Diploma Graduates or GCE "O" level and above, with at least 3 years of relevant working experience, preferably in a customer service / relationship management or property / facilities management role.
  • Proficient in the use of Microsoft Office (Outlook, Word, Excel, PowerPoint). Knowledge of Microsoft Access will be highly advantageous.
  • Familiarity with the education industry will be advantageous.
  • Experience in using customer relationship management system or hostel / resident management system will be advantageous.
  • Relationship-building and management skills - the ability to engage and build relationships with stakeholders, while having the discretion in handling confidential and sensitive information.
  • Communication skills - ability to interact (active listening, writing clearly and concisely) with parties from various expertise, levels and culture, understanding their interests and goals while exhibiting sensitivity and respect for diversity.
  • Strong reporting competencies - organized and meticulous in details for all reporting required, with an appreciation for information sensitivity and security. Ability to present information in a coherent manner.
  • Strong IT skills - proficient in Microsoft Office, ability to learn and adapt to customized IT systems.
  • Keen eye for details - ability to observe details and relate observations to potential issues and problems.
  • Strong organizational and adaptation skills - ability to manage multiple and / or tight timelines, adaptable to react to changes in work.


Hiring Institution: NTU

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