Job Description

Reporting to the Facilities Manager, you shall assist in all aspects of day-to-day operations and building maintenance in the school. This includes security management, overseeing maintenance workers or contractors who perform repairs or new projects on site, and ensuring that safety is in compliance with school policy and legal requirements.

Responsibilities

Facilities Management

• Develop a new online facilities management system to enhance productivity and reduce downtime.
• Implement effective SOPs for routine and preventive operations to improve the processes in Facilities Unit.
• Manage the overall operation, maintenance, and upkeep of the property and facilities. This includes functions relating to stationeries requisition, mailing, business card printing, and periodic housekeeping/maintenance of office equipment and furniture.

Security Management

• Develop a security card access database system to ensure that the personnel database is updated and there are no security breaches in offices and common areas.
• Ensure safe custody of keys and maintain key loan records for all offices, ancillary rooms, and laboratories.
• Maintain booking access rights for meeting and discussion rooms in Outlook calendar.

Office Management

• Reconfigure office space/layout to meet new requirements in the event of staff movement.
• Process new standard furniture, network, telephone line & work requisition requests for faculty/staff.
• Manage distribution list in Outlook, maintain floor plan and Staff Directory Board information at the main lobby.

Inventory Management

• Support the team in sourcing and ad-hoc purchases including procurement of office supplies.
• Maintain proper inventory record to ensure all office supplies are at the appropriate stock level and there are no out-of-stock situations.

Requirements

• Minimum degree holder from a recognized institution in Singapore
• At least 1 year of relevant experience in operations office administration, facilities management or similar
• Good interpersonal, problem-solving, and troubleshooting skills
• Excellent time management and organization skills
• Effective team player with good communication skills and high self-motivation
• Good working attitude and able to work under minimum supervision
• Proactive, keen learner and customer oriented
• Physically fit and able to handle manual duties
• Proficient in Microsoft Office suite applications (Word, Excel, PowerPoint, Outlook, Teams)
• Knowledge in basic procurement such as PO, PR, DO and invoice
• Experience in using Ariba procurement system or equivalent will be an advantage
• Working Hours - 5-day work week (8:30am to 5:45pm)

Hiring Institution: NTU

Nanyang Technological University