Associate, Venue Management (Contract)

SUTD (Singapore University of Technology & Design); Singapore; On-site; SGD 42,000 - 68,000; Full time

Job summary

SUTD (Singapore University of Technology & Design) invites applications for an Associate, Venue Management to join the OCIF Leasing & Venue Management team. You will coordinate day-to-day venue bookings, oversee event logistics and drive operational readiness across campus venues.

You will liaise with university departments, facilities, security and service providers to ensure bookings run smoothly, mitigate clashes and support effective venue use for internal and external events.

Qualifications

• Formal qualification in event management, hospitality or related field.
• Minimum 3 years of relevant experience in event coordination or venue operations.
• Proficiency with Microsoft Excel and booking systems.
• Ability to coordinate multiple events with diverse stakeholders.

Responsibilities

• Coordinate day-to-day venue bookings and enquiries to support campus events.
• Maintain an overview of upcoming bookings to identify clashes and conflicts.
• Liaise with departments, facilities, security and service providers to ensure readiness.
• Handle event logistics, timelines, setup, access requirements and trackers.
• Maintain inventory of event logistics and coordinate resource deployment.
• Prepare venue utilisation and operational reports for management.

Skills

Organisational skills

Communication

Attention to detail

Independent with teamwork

Education

Event Management / Hospitality / Business Admin degree or diploma

Tools

Microsoft Excel

Booking systems

Job description

About The Role

The Associate, Venue Management will be part of the Leasing and Venue Management team in the Office of Campus Infrastructure and Facilities (OCIF), supporting the management and coordination of venue bookings and events across the University.

You will be responsible for the day-to-day coordination of venue bookings and serve as a key coordination point for venue usage. You will maintain visibility of upcoming internal and external events to identify and manage potential scheduling, venue and operational conflicts.

You will liaise with SUTD departments, Facilities Management and other stakeholders, as well as service providers, to coordinate venue and event requirements and ensure that venues are operationally ready. The role also supports event logistics, booking and administrative processes, and the effective utilisation and continuous improvement of SUTD's venues.

What You Will Do

1. Venue Booking & Event Coordination

• Manage the day-to-day coordination and administration of venue bookings and enquiries.

• Serve as the key coordination point for venue usage, maintaining an overall view of upcoming bookings and events across managed venues.

• Work closely with relevant stakeholders to maintain visibility of internal and external events, identify potential event clashes, competing venue requirements and operational conflicts, and coordinate appropriate resolution.

• Review and filter venue enquiries, assess booking requirements and venue suitability, and identify matters requiring further clarification or escalation.

• Liaise with stakeholders on venue availability, booking requirements, changes and alternative arrangements where required.

• Maintain accurate booking schedules and records, ensuring changes and cancellations are updated in a timely manner.

2. Event Logistics & Operational Support

• Coordinate event requirements including timelines, venue setup, logistics, access requirements and other operational arrangements.

• Maintain event logistics schedules and trackers, ensuring requirements, changes and outstanding actions are accurately captured and followed through.

• Coordinate with Facilities Management, Security, AV, housekeeping and other internal teams or service providers to support event and venue readiness.

• Provide on-site coordination and operational support for major or complex events where required.

• Conduct site visits and pre-event checks where necessary to assess requirements and ensure operational readiness.

3. Logistics Inventory & Resource Management

• Maintain event logistics inventory and records, including stock availability, utilisation and condition.

• Coordinate the allocation and deployment of logistics resources across events, taking into consideration concurrent requirements and potential resource conflicts.

• Conduct periodic stock reconciliation and condition checks.

• Identify repair, replacement and procurement requirements and support appropriate follow-up.

• Support longer-term planning for logistics equipment and resources based on usage and operational needs.

4. Venue Operations, Administration & Reporting

• Work with relevant stakeholders and service providers to ensure managed venues are maintained and operationally ready for users.

• Maintain accurate event, booking, logistics and other operational records and administrative trackers.

• Support the preparation of venue utilisation, event and operational reports for management review.

• Obtain feedback and coordinate follow-up with relevant stakeholders to address service gaps and operational issues.

• Assist with finance administration, procurement and other venue-management-related administrative requirements where required and in accordance with University policies and procedures.

• Support venue improvement, infrastructure and other related projects where required.

5. Process & Service Improvement

• Support the development, maintenance and implementation of venue management procedures, workflows, checklists and guidelines.

• Review recurring booking, event and operational issues and identify opportunities to improve coordination and service delivery.

• Recommend practical improvements to booking, event logistics and administrative processes.

• Ensure compliance with applicable OCIF and University procedures and requirements.

• Support initiatives to improve the utilisation and user experience of SUTD's venues.

• Perform other duties as assigned by the Manager.

Who We Are Looking For

Education

• Diploma or Degree in Event Management, Hospitality, Business Administration or a related discipline.

• Candidates with other qualifications and relevant event or venue coordination experience may also be considered.

Experience

• Preferably at least 3 years of relevant experience in event coordination, venue management, hospitality, facilities/event operations or a related role.

• Experience coordinating multiple concurrent events or venue bookings involving multiple stakeholders, logistics requirements and operational timelines would be an advantage.

• Experience in booking administration, scheduling or resource coordination would be advantageous.

• Experience within an educational institution, large organisation, convention/event venue or similar environment would be advantageous but is not essential.

Skills & Attributes

• Strong organisational, scheduling and coordination skills, with the ability to manage multiple concurrent bookings and events, identify potential conflicts and competing requirements, and coordinate appropriate follow-up.

• Good administrative discipline and attention to detail, particularly in maintaining booking, logistics and inventory records.

• Proficient in Microsoft Office applications, particularly Excel, and comfortable working with booking systems, calendars, trackers and other administrative platforms.

• Able to understand event requirements and translate them into practical logistical and operational arrangements.

• Able to communicate clearly and professionally with stakeholders, event organisers, service providers and vendors.

• Able to assess routine enquiries independently and recognise matters requiring clarification or escalation.

• Proactive and able to think one step ahead, anticipate operational requirements and identify potential issues or dependencies before they arise.

• Able to remain organised and responsive when managing changing requirements, tight timelines and unforeseen circumstances during events.

• Comfortable providing on-ground event support where required.

• Able to work independently while collaborating effectively within a small team.

• Some flexibility in working hours may be required to support major events outside normal office hours.