Space Planning & Facilities Coordinator - Contract

Peoplebank Asia; Singapore; On-site; SGD 50,000 - 73,000; Full time

Job summary

Peoplebank Asia seeks a Space Planning & Facilities Coordinator to manage space inventory and occupancy, coordinate allocations, and sustain data integrity across campus facilities. You will work with internal stakeholders to ensure timely updates in SIMS and related systems.

The ideal candidate holds a diploma or degree in Facilities Management or related field with 2–3 years of experience in space planning, facilities management, or workplace planning, and strong MS Excel/PowerPoint skills.

Qualifications

• Diploma or Degree in Facilities Management, Architecture, Engineering, Real Estate, Urban Planning, Business Administration or related field.
• 2–3 years of relevant experience in space planning, facilities management, campus planning or infrastructure management.
• Experience with space inventory systems or digital space management tools is advantageous.
• Strong analytical, organizational and data management skills with high attention to detail.

Responsibilities

• Space Inventory & Occupancy Management: maintain space inventory and occupancy records across campuses in SIMS.
• Space Allocation Coordination: handle space allocation requests and keep occupancy data current.
• Systems & Data Management: ensure data accuracy, completeness and integrity across systems.
• Stakeholder Coordination: liaise with institutes, offices, and project teams for updates.
• Governance & Documentation: maintain documentation for audits and governance.

Skills

Space Planning

Facilities Management

Data Management

CAFM/IWMS

AutoCAD

BIM

Microsoft Excel

PowerPoint

Stakeholder Coordination

Education

Diploma or Degree in Facilities Management/Architecture/Engineering/Real Estate/Urban Planning/Business Administration

Tools

CAFM/IWMS platforms

AutoCAD

CAD drawings

BIM platforms

Job description

6-Month Contract | Potential Extension
Location: Central Our client is seeking a

Space Planning & Facilities Coordinator
6-Month Contract | Potential Extension
Location: Central

Our client is seeking a Space Planning & Facilities Coordinator to support space inventory, occupancy management, space allocation coordination, and related data and documentation activities across its campuses.

The successful candidates will work closely with internal stakeholders to ensure space and occupancy information is accurate, up to date, and properly maintained within the organisation’s space management systems.

Key Responsibilities

Space Inventory & Occupancy Management

• Manage and maintain accurate space inventory and occupancy records across our client’s campuses, ensuring office, laboratory, and shared spaces are accurately reflected in the Space and Infrastructure Management System (SIMS).
• Maintain and validate individual-level occupancy records, including personnel tagging, workspace and laboratory assignments, and updates arising from staff movements, onboarding, offboarding, organisational changes, relocations, and space reallocations.
• Coordinate with research institutes, business units, corporate offices, and project teams to ensure approved space allocations, occupancy changes, and infrastructure updates are accurately captured in SIMS in a timely manner.
• Validate and reconcile space inventory, occupancy records, floor plans, and allocation data across multiple stakeholders to ensure accuracy, consistency, and data integrity.
• Maintain visibility of campus-wide space supply, demand, occupancy, and allocation status to support operational and management reporting.

Space Allocation Coordination

• Coordinate and administer space allocation requests from research institutes, business units, and corporate stakeholders in accordance with established space governance processes.
• Support the evaluation of space requests by maintaining accurate occupancy and inventory information and coordinating with relevant stakeholders to facilitate allocation decisions.
• Monitor and track approved space allocations to ensure occupancy records and system data remain current and accurately reflect approved changes.

Systems & Data Management

• Ensure the accuracy, completeness, and integrity of space and occupancy data.
• Maintain digital records of occupancy assignments, allocation details, and space inventory in accordance with established governance processes.
• Perform data validation, reconciliation, and updates across relevant systems and records.

Stakeholder Coordination

• Liaise with research institutes, corporate offices, facilities management teams, project managers, and infrastructure planners to coordinate updates to space inventory and occupancy records.
• Coordinate space and occupancy record updates arising from renovations, relocations, infrastructure projects, and organisational changes.
• Follow up with relevant stakeholders to obtain and validate information required for timely system updates.

Governance & Documentation

• Maintain complete and accurate documentation of approved space allocations, occupancy changes, and personnel assignments for audit, reporting, and governance purposes.
• Ensure records are maintained in accordance with established processes and documentation standards.

Requirements

• Diploma or Degree in Facilities Management, Architecture, Engineering, Real Estate, Urban Planning, Business Administration, or a related discipline.
• Approximately 2–3 years of relevant experience in space planning, facilities management, campus planning, infrastructure management, workplace management, or a related field.
• Experience within research, healthcare, institutional, or large-scale facilities environments will be advantageous.
• Experience managing space inventory systems, CAFM/IWMS platforms, or digital space management tools will be an advantage.
• Strong analytical, organisational, and data management skills, with the ability to work accurately with large datasets and detailed records.
• Proficient in Microsoft Office, particularly Excel and PowerPoint.
• Familiarity with CAD drawings, BIM platforms, AutoCAD, or space management software will be advantageous.
• Good understanding of space utilisation principles and workplace planning.
• Strong attention to detail, with the ability to coordinate effectively with multiple stakeholders.