External Lettings Coordinator

NLCS (Singapore) believes that each employee makes a significant contribution to our success and that contributions should not be limited by the assigned responsibilities.

Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the employee, nor NLCS (Singapore), to only the work identified. It is the expectation of the school that each employee will offer his or her services wherever and whenever necessary to ensure the success of our organisation.

Our School is committed to safeguarding and promoting the welfare of children and young people. The School expects all teaching staff, non‐teaching staff, and volunteers to share and uphold this commitment.

NLCS (Singapore) is looking for a proactive, dependable, and highly committed **External Lettings Coordinator**to oversee the operational delivery, quality assurance, and safeguarding compliance of all external vendor-led programmes across the school.

**Main Responsibilities**
- Be present on-site during all vendor-led sessions, including evenings and weekends, ensuring smooth delivery and safeguarding compliance
- Oversee vendor operations during school-run holiday camps and intensives such as summer camps, acting as the school’s primary point of contact
- Monitor and enforce order, safety, and student wellbeing during all vendor activities
- Conduct regular quality checks on vendors, including staff conduct, equipment standards, and activity alignment with school expectations
- Maintain detailed and up-to-date student participation records for all vendor activities
- Work closely with the Finance team to ensure accurate invoicing, reconciliation, and payment tracking related to vendor programmes
- Support logistics and facility preparation for sports and enrichment sessions
- Coordinate with vendors for scheduling, staffing, and incident resolution
- Collaborate with the Activities and Operations teams to align vendor offerings with the school calendar and standards
- Provide weekly updates and maintain documentation on vendor performance and student engagement
- Uphold the highest safeguarding standards and ensure all vendor staff comply with school policies
- Maintain incident logs, conduct follow-ups, and liaise with relevant departments on resolution of any issues
- Support onboarding and induction processes for new vendorsBe flexible and ready to support other areas of school operations when required

**Lettings**
- Be responsible for promoting the school has a facility that can be let out, resulting in the generation of
new lettings.
- Sustain a strong presence in the market and foster constructive relationships, aiming to attract
external agencies for establishing enduring partnerships with the school.
- Carry out prescribed tasks in relation to lettings on site
- Maintain and implement the booking procedures for regular and one off lettings
- Be responsible for briefing groups as to acceptable behaviour onsite.
- Be responsible for briefing clubs/letting groups on all health and safety procedures, including fire
procedures on site.
- In the event of a fire alarm be responsible for checking all groups to make sure all are accounted for.
- This will include first aid assistance to students on site if necessary.
- Assist security in the evenings and weekends to make sure all groups finish their lettings on time and
leave the premises in a timely manner. This will include shutting windows and doors where lettings
have taken place to ensure the building is safe.

**Working Hours**

Monday : OFF

Tuesday : 4:00pm - 9:30pm

Wednesday : 4:00pm - 9:30pm

Thursday : 4:00pm - 9:30pm

Friday : 4:00pm - 9:30pm

Saturday : 2:00pm - 7:30pm

Sunday : 9:00am - 12:00pm, 1:00pm - 6:30pm

**Safeguarding**
- Abide by the School safeguarding policy and stay up to date on any changes
- Always prioritise student wellbeing, with awareness of cultural sensitivities and safeguarding protocolsEnsure all vendor activities align with the school’s safeguarding expectations and practices

**What You Need**
- Minimum Diploma in Sports Management, Business Operations, or related discipline
- Minimum 2 years’ experience in vendor coordination, sports operations, or school-based activities management
- Strong understanding of safeguarding, health and safety, and student wellbeing practices
- Willingness to work evenings, weekends, and during holiday periods
- Excellent organisational and communication skills, with the ability to manage multiple stakeholders
- Strong administrative capabilities, including record keeping and financial coordination
- First Aid certified or willing to undergo training
- Proficient in Microsoft Outlook, Word, Excel, and Teams
- High level of personal responsibility, initiative, and professionalism
- Ability to work independently and collaboratively within a fast-paced environment