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

SUTD (Singapore University of Technology & Design); Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading Singapore university is looking for a Facilities Operations Coordinator to support day-to-day operations and administrative tasks. The role involves maintaining facilities, managing contracts, and coordinating events. Candidates should possess a diploma in a related field and have 1-4 years of relevant experience. Strong communication and organizational skills are essential, along with a detail-oriented approach to problem-solving.

Qualifications

• Minimum 1-4 years’ experience in operations or facilities coordination.
• Advantageous: exposure to FM contracts or campus operations.

Responsibilities

• Support the Facilities team with inspections and work orders.
• Manage contractor compliance and regulatory requirements.
• Assist in tender preparation for major services.
• Liaise with various departments for cross-functional support.

Skills

Strong coordination and stakeholder management

Clear written and verbal communication

Practical knowledge of facilities operations

Vendor supervision

Data-savvy: proficiency in spreadsheets

Familiarity with booking systems

Education

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

Job description

This role supports the Office of Housing in day-to-day operations and cross-functional initiatives that keep our hostels safe, efficient, and student-ready. Its responsibilities span across operations, facilities coordination, events/space bookings, and administrative support for major procurements.

Key Responsibilities

A. Facilities Upkeep & Admin/Procurement Support

• Support the Facilities team with inspections, work orders, preventative maintenance schedules, and contractor supervision.
• Manage contractor and their onsite team to comply with contractual requirements and regulatory compliances.
• Fulfil scope of responsibilities to meet department standards and KPIs.
• 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.
• Willingness to support cross functional duties and take on new responsibility or role within the department scope of functions.

B. 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

• Minimum Diploma in Facilities/Building Services, Hospitality, Operations, Business or related.
• At least 1–4 years’ experience in operations, facilities/events coordination, or campus housing.
• Advantageous: exposure to FM contracts, public‑sector procurement, or campus operations.

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 (preferred).
• Detail‑oriented, calm under pressure, able to multitask and solve problems in real time.