Facilities & Events Administrative Executive

KONTOURZ PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

KONTOURZ PTE. LTD. in Singapore seeks an Events Administrative Executive to provide relief coverage for facilities and events administration and to manage enquiries, bookings and documentation.

The role includes handling service requests, updating CMMS, KPI tracking, and liaising with internal teams and external hirers. It requires relevant event administration experience and a diploma or equivalent qualification in administration or related fields.

Qualifications

• Diploma or equivalent qualification in Administration or Event Management.
• Experience in event administration, facilities administration or helpdesk operations preferred.
• At least 3 years of relevant experience is preferred.

Responsibilities

• Provide relief coverage for Facilities and Events Administration functions as needed.
• Handle telephone, email and other communication channels for enquiries and feedback.
• Record and update service requests and faults in the CMMS; monitor and follow up until closure.
• Assist with KPI tracking, reporting and monitoring of service response and completion.
• Maintain records for workstation, room and key issuance/returns; assist with bookings.
• Coordinate with hirers and internal/external teams for event requirements and payments.
• Prepare event documents, costing, billing information and related documents.
• Prepare monthly reports, meeting minutes and other administrative documents.
• Support data checking, filing, document control and CMMS/event-system updates.

Skills

Communication

Customer service

Coordination

Facilities administration

Education

Diploma, Higher Nitec, Nitec, WSQ skills certification or equivalent in Administration, Event Administration, Business Management, Media/Mass Communication, Event Management

Job description

Provide relief coverage for Facilities and Events Administration functions when required.

Handle telephone, email and other communication channels for enquiries, complaints, faults, work requests and feedback.

Record and update service requests and faults in the CMMS, monitor outstanding cases and follow up with relevant teams until closure.

Assist with KPI tracking, reporting and monitoring of service response and completion.

Maintain records for workstation, room and key issuance/returns and update inventory records. Assist with facility, venue, meeting and conference room bookings.

Handle event enquiries and coordinate with internal users, external hirers and relevant operational teams.

Prepare and maintain event documents, booking records, cost calculations, Letters of Offer/Acceptance, billing information and supporting documents.

Liaise with hirers on venue applications, event requirements, payments and outstanding matters.

Maintain event records and prepare reports on events, venue usage, rental/revenue and operational matters.

Coordinate with the Car Park Team on complimentary tickets and car park reservations when required.

Prepare monthly reports, statistics, meeting minutes and other administrative documents.

Support data checking, filing, document control and CMMS/event-system updates.

Coordinate with Facilities, Events, technical teams and other internal/external stakeholders.

Perform other related administrative and operational duties as required.

Requirements

Diploma, Higher Nitec, Nitec, WSQ skills certification or equivalent qualification in Administration, Event Administration, Business Management, Media/Mass Communication, Event Management or a related field. At least 3 years of relevant experience in event administration, facilities administration, helpdesk operations, customer service or similar coordination roles is preferred.

Have sufficient event-related experience to meet the requirements of the Events Administrative Executive role.