Manager, Workplace & Facilities Management

IMD Info-communications Media Development Authority; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Infocomm Media Development Authority (IMDA) is seeking a Records Management professional to join the Workplace & Facilities Management team. You will drive corporate administration and records governance to support IMDA's transformation and growth, with an emphasis on user-friendly processes.

Your role will include developing policies, overseeing procurement, managing records lifecycle, and partnering with senior management to deliver compliant, efficient services.

Qualifications

• Tertiary qualification with at least 5 years of relevant experience in knowledge/records management.
• Experience applying service design thinking to improve services or processes for end users.
• Interest in employee experience and designing intuitive administrative services.
• Strong project and stakeholder management with ability to manage priorities.
• Excellent written and spoken communication to engage senior management.
• Ability to multi-task in a fast-paced environment.
• Enthusiastic, resilient, creative, and collaborative.

Responsibilities

• Develop and oversee operating and administrative policies for day-to-day office operations.
• Support procurement of corporate goods and services, managing requests and vendors.
• Oversee corporate and registry functions, manage meeting rooms and staff exit clearances.
• Administer mailroom, records storage, and dissemination of government circulars.
• Undertake additional administrative duties and projects as required.

Skills

Service design thinking

Journey mapping

User research

Process redesign

Stakeholder management

Communication skills

Education

Tertiary qualification in knowledge/records management

Job description

[What the role is]

You will be part of the dynamic Workplace & Facilities Management (WFM) team within the Workplace and Organisation Development (WOD) Division. WOD drives organisational development to strengthen IMDA's corporate climate, identity, culture in support of IMDA's transformation and growth efforts to achieve IMDA's mission and goals.

[What you will be working on]

Corporate Administration

• With an employee experience lens, develop and oversee operating and administrative policies, procedures, and communications for day-to-day office operations, ensuring compliance with relevant guidelines and best practices.
• Support the procurement of corporate goods and services, including managing purchase requests, coordinating with vendors, and overseeing the end-to-end procurement process to ensure timely and compliant acquisition of products and services for the organisation.
• Oversee day-to-day corporate and registry functions to ensure smooth operational support across the agency. This includes administering shared resources such as meeting rooms, managing staff exit clearance processes, processing business card requests, disseminating government circulars to the relevant personnel, supporting mailroom requests on the retrieval and return of physical records from off-site storage.
• Undertake additional administrative duties and projects as required.

Records Management

• Strengthen the foundations of how IMDA manages information. Implement and continuously improve governance frameworks, systems, and processes for records management across the agency, ensuring we have the right structures in place to manage information effectively at every stage of its lifecycle.
• Be the architect of our records management process and system. Manage IMDA's physical and digital record holdings and related information systems in full compliance with relevant legislation and government guidelines. Apply a service design mindset to design and continuously improve classification and declassification schemes, retention schedules, and filing structures with the end user in mind. Also champion their adoption across the organisation through proactive stakeholder engagement - providing advisory support and hands-on guidance to help departments and teams develop their records management capabilities.
• Organise & maintain IMDA's records management system. Keep our records system in order by managing core administrative functions such as reviewing SOPs, conducting records appraisals, and coordinating regular housekeeping and stocktaking exercises. Maintain an accurate and up-to-date file plan, manage subscriptions to publications and reference materials, and ensure the proper custody and storage of both physical and digital records throughout their lifecycle.
• Reimagine and innovate records management in IMDA. Review existing processes and infrastructure, and propose innovative solutions - such as the digitalisation of physical files and an RM chatbot - to deliver user-centric, seamless experiences that make good records management effortless for everyone at

[What we are looking for]

• Tertiary qualification with at least 5 years of relevant experience in the areas of knowledge/ records management or other related field
• Demonstrated experience applying service design thinking - including journey mapping, user research, and process redesign - to improve how services or processes are experienced by end users.
• A genuine interest in employee experience, with the ability to design and deliver administrative and information services that are intuitive, accessible, and supportive of a positive working environment
• Strong project and stakeholder management and skills, with the ability to manage competing priorities, navigate complex stakeholder landscapes, and drive initiatives from conception to implementation
• Strong interpersonal and communications skills to effectively engage and work with senior management
• Proactive mindset and ability to identify opportunities for improvement and enhancement
• Good writing and presentation skills with the ability to influence and manage conflicting groups of stakeholders to provide positive outcomes
• Ability to multi-task and perform effectively in a fast-paced environment, having the flexibility to adjust and react to changing priorities
• Enthusiastic, resilient, creative, and have a strong proven track record of being both a strong individual contributor and a team

The position offered will be commensurate with experience.

Only shortlisted candidates will be notified.