Senior Executive / Lead, Events and Facilities

Common Ground Pte. Ltd.; Singapore; Sur place; SGD 45 000 - 71 000; Plein temps

Résumé du poste

Common Ground Pte. Ltd. is seeking an events and facilities professional to support venue management, hospitality, and safety across our Bedok centre. You will coordinate event logistics, oversee room rentals, and ensure AV/IT readiness for a range of programmes and community initiatives.

The role involves working with vendors, managing contracts, and collaborating with leadership to improve space usage and engagement. Flexibility for after-hours events is required.

Qualifications

• At least three years’ experience in event, venue or facilities management.
• Experience preparing operational and financial reports and tracking budgets.
• Familiarity with Google Workspace, Slack, ClickUp, Zoom and Canva (or similar tools) would be useful.

Responsabilités

• Coordinate with event organisers and ensure events run smoothly.
• Oversee venue logistics, seating, layout and safety compliance.
• Manage room rentals, bookings, contracts and client support.
• Ensure AV/IT systems work and provide troubleshooting during events.
• Monitor digital signage and manage post-event communications.
• Prepare operational and financial reports and project KPIs.
• Plan and implement hospitality and facility initiatives to hit yearly KPIs.

Connaissances

Events management

Facilities coordination

Stakeholder management

Problem solving under pressure

Outils

Google Workspace

Slack

ClickUp

Zoom

Canva

Description du poste

About Common Ground

Common Ground is a culture change consultancy. We help leaders close the gap between their deeper values and how they actually work, through culture change strategy, leadership development and social impact consulting.

We also run Common Ground Civic Centre in the heart of Bedok. The centre brings people and organisations together to work on societal issues. Our resident and community partners bring a wide range of experience and professional skills, and share a wish to make Singapore a better place for everyone.

The centre hosts training workshops, strategic retreats, community initiatives and small conferences. Its spaces include breakout rooms, privacy rooms, outdoor decks and an interfaith prayer room.

We are looking for someone to support us with:

1. Events and venue management

• Coordinate with event organisers and stakeholders to understand event requirements and make sure events run smoothly.
• Oversee event logistics, including seating, venue layout and compliance with safety regulations.
• Manage room rentals, including booking coordination, contract administration, documentation and client support.
• Make sure AV and IT systems work properly and provide troubleshooting support during events.
• Manage digital signage to communicate event information and announcements.
• Handle event enquiries through the main email inbox and online platforms, and maintain good working relationships with stakeholders.
• Support the Common Ground team in preparing and running programmes, initiatives and events in the building.
• With fellow Lead(s), develop and lead marketing strategies to increase use of space and support community engagement. Carry out targeted outreach, partnerships and engagement initiatives to make the best use of the spaces and build connections with the community.

2. Hospitality and facilities

• Keep the pantry tidy, clean and functional.
• Coordinate with cleaning and pest control providers to keep the facility clean and well maintained.
• Monitor and oversee the maintenance of carpets, sofas and other furnishings to uphold quality standards.
• Review and iterate a green building plan, covering waste management and sustainability practices, to maintain hygiene, reduce environmental impact and meet environmental standards.
• With fellow Leads, manage vendor relationships and service agreements for facility upkeep and operational needs.
• Plan and oversee maintenance schedules, respond promptly to facility requests, and manage equipment and inventory, tracking availability, condition and location.

3. Safety and compliance

• Ensure safety regulations and emergency procedures are followed in the building.
• Oversee security measures for the building.
• Carry out regular safety checks and deal promptly with facility incidents, emergencies and risks.
• Manage and monitor contractors and vendors on repair works, making sure their work meets the building’s tenancy requirements.
• Keep to contractual obligations and administrative procedures for events and facilities, and work with the Lead, Head and Executive Director to address any deviations.
• Conduct fire drills in line with SCDF’s fire safety regulations.
• Be on standby after office hours to respond to fire alarm activations and other building emergencies, with off-in-lieu given.
• Plan and manage reinstatement works in preparation of the end of the tenancy in March 2028, including coordinating contractors, joint inspections with the landlord and handover of the premises in line with the tenancy agreement.

4. Reporting and performance monitoring

• Track and monitor key activities across events, rentals and facilities.
• Prepare reports and updates on financial billing, facility operations, challenges, improvement initiatives and project KPIs.
• Prepare and support the submission of quarterly reports and project completion reports to the client.
• Plan and implement hospitality and facility initiatives to achieve yearly KPIs, such as occupancy rate and rental revenue.
• Keep accurate documentation and records for facilities, logistics and inventory, and keep files organised and up to date.

You will also work closely with the Executive Director and Head and you may be assigned to handle any other company related matters.

What we are looking for:

1. Events experience

• Experience managing venue or room rentals, from enquiry and booking through to contracts, documentation, invoicing and client support.
• Hands‑on experience preparing event spaces, from arranging seating, tables and room layouts for different event formats to setting up AV and IT equipment such as projectors, microphones, sound systems and hybrid meeting tools, and troubleshooting common problems during an event.
• Experience with digital signage or booking systems such as AllBooked is an advantage.
• Experience tracking KPIs such as occupancy rate and rental revenue, and using the data to improve how spaces are booked and used.

2. Facilities experience

• Experience managing vendors, contractors and service agreements (cleaning, pest control, AV, repairs and maintenance), including checking that work meets agreed standards and tenancy requirements.
• Familiarity with building safety and emergency procedures in Singapore, including carrying out safety checks, handling facility incidents and organising fire drills.
• Experience keeping accurate maintenance and inventory records, and checking vendor invoices.
• The ability to work well with vendors, contractors and landlord representatives.

3. Background

• At least three years’ experience in event, venue or facilities management, or a related role, including running events on site.
• Experience preparing operational and financial reports and tracking budgets.
• Familiarity with Google Workspace, Slack, ClickUp, Zoom and Canva (or similar tools) would be useful.

4. Additionally, you are

• Interested in community and organisational development.
• Organised and calm under pressure, and proactive in solving problems and trying new ideas.
• Able to deal with a wide range of people, and keen to build your stakeholder management skills while supporting your colleagues’ growth.
• Able to work flexible hours, including weekday evenings and weekends for events, and to be on after-hours standby to respond to fire alarm activations or building emergencies, with off-in-lieu given.

Application process

1. Complete the application form at https://bit.ly/SELHFM26 by 26 October, 6.00pm.
2. Shortlisted applicants will be contacted via email by 27 October, 1pm. Please check your Spam Folder as well.
3. The in‑person interview will be held on 28 October (between 11am to 3pm) at Common Ground (Bedok). Please make arrangements to attend the interview if you’re shortlisted.
4. We thank all applicants for their interest and would like to advise that only shortlisted candidates will be contacted.