Senior Executive/executive

**Posting Start Date**:18/02/2025

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.

**More Information**

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department : Architecture

Employee Referral Eligible:
Job requisition ID : 27890