Senior Executive/Executive (Safety/Facilities/Operations) - Department

Job Description

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-task as well as manage multiple priorities simultaneously.

• Team player who is independent and able to work collaboratively with various stakeholders.

• Well-versed in Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Adobe Acrobat (PDF).

More Information

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department: Architecture

Employee Referral Eligible:

Job requisition ID: 27890