Intern, Facilities and Records Management
2 days ago
Roles & Responsibilities We are looking for a detail-oriented and motivated intern to join the Administration team. This internship provides hands-on experience in office operations, facility coordination, records management and sustainability reporting. You will gain exposure to how the admin function underpin the smooth running of the organisation and contribute to an efficient, safe and sustainable workplace. During your internship, you may be involved in: Workplace Facilities Management: § Conduct routine inspections of the premises to support daily facility operations and report maintenance issues promptly; § Assist with vendor coordination for maintenance and repair services; § Help maintain workplace supplies inventory and coordinate its procurement; § Assist with asset tracking and ensure proper maintenance of office equipment and furniture; § Collect and analyse data for room booking utilisation; § Support space planning activities and office layout optimisation; § Participate in facility improvement projects. Records Management: § Assist to generate and report filing of records. Sustainability: § Update statistics for utility consumption (electricity and water); § Help to prepare sustainability data for Annual Report disclosure; Project Participation: § Contribute to admin team’s projects and process improvements; § Any other duties and ad-hoc duties as assigned. Learning outcomes By the end of this internship, you will: · Gain practical experience in office administration, records management, and facilities operations within a government agency setting. · Understand how the admin team support organisational effectiveness and staff well-being. · Learn about vendor management and procurement processes in the public sector. · Develop data handling and reporting skills, particularly in facilities and sustainability reporting. · Strengthen problem-solving, teamwork, and communication skills through interaction with internal stakeholders and external vendors. Requirements Experience and Expertise: § Tertiary students from Institute of Technical Education, Polytechnic or University currently pursuing studies in Business Administration or Facility Management and any related discipline. § Willingness to learn and take on varied responsibilities. § Detailed and basic knowledge of annual budgeting, finance and procurement would be advantageous. Communication and Interpersonal Skills: § Strong interpersonal, communication and writing skills, with the ability to engage effectively with stakeholders at all levels. § Self-driven and a positive working attitude. Analytical and Technical Skills: § Strong critical thinking and analytical skills especially in data analysis. § Proficient with MS Word, Excel and PowerPoint and experience with data analytics and visualisation tools, with a preference for familiarity with Tableau. Personal Attributes: § Resilient to time pressure and work demands, with a creative flair for problem-solving and innovation. § Ability to multi-task and perform effectively in a fast-paced environment. Tell employers what skills you have TableauAbility to MultitaskSustainabilityWaterAsset TrackingInterpersonal SkillsCritical ThinkingPublic SectorVendor CoordinationOffice AdministrationVendor ManagementSpace PlanningFurnitureWellbeingWriting SkillsFacilities Management
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