Hostel/Facilities Coordinator (Associate, Office of Housing - Contract)

Singapore University of Technology and Design; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading educational institution in Singapore is seeking an operations coordinator to support hostel functions and facilitate events. The successful candidate will manage check-in/check-out processes, oversee facility bookings, and ensure effective communication with stakeholders. Ideal candidates will possess a diploma in related fields and experience in operations or facilities coordination. Proficiency in data management and excellent organization skills are essential for this role.

Qualifications

• 1-4 years experience in operations, facilities/events coordination, or campus housing.
• Exposure to Facilities Management contracts or public-sector procurement is advantageous.

Responsibilities

• Assist in planning and executing hostel mass check-in and check-out.
• Oversee booking requests for hostel facilities.
• Support Facilities team with inspections and work orders.
• Liaise with various departments and compliance management.

Skills

Strong coordination and stakeholder management

Clear written and verbal communication

Practical knowledge of facilities operations

Comfortable with SOPs and checklists

Data-savvy: proficiency in spreadsheets

Detail-oriented and able to multitask

Education

Diploma in Facilities/Building Services, Hospitality, Operations, Business or related fields

Tools

Booking systems

CMMS/CAFM

IBMS/HMS

Job description

Job Req ID: 2202
Employee Category: Admin
Department: Office of Student Experience and Transformation

This role supports the Office of Housing in day-to-day operations and cross-functional initiatives that keep SUTD's hostels safe, efficient, and student-ready. The responsibilities include operations, facilities coordination, events/space bookings, and administrative support for major procurements. The peak activity occurs around hostel mass check-in/out with a cycle of four times a year.

A. Hostel Mass Check-In/Out (4× annually)

• Assist in planning and executing end-of-term mass check-out and new-term check-in operations across hostels.
• Coordinate workplans, rosters, and vendor readiness (cleaning, M&E, security, waste/recycling).
• Set up and run on-site ops rooms; track issues, escalate, and close the loop.
• Manage communications and FAQs to students/faculty; handle exception cases.
• Monitor turnaround KPIs (room readiness, defect rectification, lost/found, deposit matters).

B. Facilities & Events Bookings (Academic Stakeholders)

• Oversee booking requests from academic schools/units for hostel facilities and event spaces.
• Maintain the master bookings calendar; enforce usage policies and SLAs.
• Coordinate setup (furniture/AV), access control, permits, safety/RAMS, and post-event reinstatement.
• Track utilization data; recommend policy or process improvements.

C. Facilities Upkeep & Admin/Procurement Support

• Support the Facilities team with inspections, work orders, preventative maintenance schedules, and contractor supervision.
• Raise and track defects; verify completion and quality before closure.
• Assist the Admin team in tender preparation for major services (e.g., cleaning, security, laundry, waste, term contracts):
  • Collate requirements & specifications, historical consumption, and service levels.
  • Prepare procurement documents (specs, evaluation matrices, acceptance criteria).
  • Schedule site show-rounds and tender clarifications; support evaluation documentation.
• Maintain accurate records, dashboards, and audit trails.

D. Cross-Functional & Compliance

• Liaise with Housing Operations, Student Life, Campus Security, Estates/Facilities, Finance/Procurement, and academic units.
• Handle data in line with PDPA and university governance.
• Contribute to continuous improvement (SOPs, checklists, playbooks, dashboards).

Qualifications & Experience

• At least Diploma in Facilities/Building Services, Hospitality, Operations, Business or related fields.
• Have 1–4 years’ experience in operations, facilities/events coordination, or campus housing.
• Exposure to Facilities Management contracts, public-sector procurement, or campus operations will have added advantage.

Skills & Competencies

• Strong coordination and stakeholder management; clear written and verbal communication.
• Practical knowledge of facilities operations and vendor supervision.
• Comfortable with SOPs, checklists, and live issue tracking during peak events.
• Data-savvy: proficiency in spreadsheets, dashboards, and basic reporting.
• Familiarity with booking systems, CMMS/CAFM, IBMS/HMS, and access control.
• Detail-oriented, calm under pressure, able to multitask and solve problems in real time.