Space Management Services & Projects Technical Support

Space Management Services & Projects Technical Support
University-Level Unit:
School of Computing Faculty/Department-Level Unit:
Dean's Office (School of Computing) Employee Category:
Executive & Administrative Location:
Kent Ridge Campus

Job Description

The successful candidate will have a primary focus on space management, day-to-day facilities operations, maintenance coordination, event logistics, and access administration and other operational support within the School of Computing (SoC).

You will help ensure that SoC’s offices, teaching spaces, meeting rooms, event venues, laboratories, common areas and support spaces are safe, functional, secure, clean, and operationally ready. This includes coordinating with internal stakeholders and central units to plan and follow up on maintenance and rectification works and to support events and space usage.

You will support project-related initiatives, such as relocations, renovations, space reconfiguration, improvement works and procurement of furniture or related services. You will work closely with your supervisor and relevant stakeholders to plan, coordinate and follow through on these assignments.

Main Responsibilities

Facilities Operations & Maintenance

• Coordinate maintenance, repair, rectification and reinstatement works, liaising with Campus Asset Management, contractors, vendors and service providers to ensure timely completion and proper follow-up.
• Monitor the cleanliness, condition and general upkeep of SoC premises, taking appropriate action or escalation where required.
• Conduct and coordinate fire safety checks, drills and inspections, and support follow-up actions to help ensure compliance with relevant safety and fire safety requirements.

Access, Requests & Records

• Administer the door access system, including operation, basic maintenance, troubleshooting and updating of access rights.
• Manage physical keys and related records to help ensure appropriate access control and accountability.
• Track and manage job tickets and work requests, ensuring timely response, follow-through and closure.
• Maintain accurate documentation and records, including maintenance, access control, event support and project-related matters as required.

Space, Venue & Event Support

• Support space management and planning, including room and venue allocation / deal location and updating of related records.
• Provide operational and logistics support for events in SoC premises, including venue preparation, setup, teardown and reinstatement.
• Coordinate space and logistics requirements for events, ensuring smooth venue turnover and transitions, especially for back-to-back events.
• Liaise with users, vendors and stakeholders on event arrangements, changes and communications to facilitate effective and safe use of spaces.

Project & Improvement Works

• Support and, where assigned, coordinate project-based initiatives, including relocations, renovations, alterations, space reconfiguration and improvement works.
• Prepare or update basic floor plans, layouts and simple drawings using AutoCAD, Visio or similar tools where required.
• Support or lead procurement activities for furniture, fittings, equipment and Build Fac-related services, including preparation of requirements, obtaining quotations and tracking delivery or completion.
• Provide inputs to planning, budgeting and scheduling of projects and maintenance works in consultation with the supervisor and relevant stakeholders.

Administration, Processes & Standby

• Assist in onboarding and offboarding of staff, students and visitors, including space readiness and access arrangements.
• Contribute to the review and improvement of Build Fac processes, systems and workflows, including digitalisation and better use of tools for maintenance, space and event management.
• Assist in the review and implementation of Build Fac-related policies, procedures and SOPs.
• Perform standby duties and respond to emergencies outside office hours and on weekends in accordance with the duty roster and operational needs.
• Perform after-hours work when required, including pre-shutdown preparations, shutdown activities, post-shutdown recovery, inspections and certification support.
• Use the incumbent’s mobile contact for work-related coordination, including standby and urgent matters, in line with operational requirements.
• Undertake any other duties and ad hoc tasks assigned by the supervisor or management related to facilities operations, projects, events, space management and associated…