Introduction:

The incumbent will assist the SAO operations team in administrative tasks, ensuring the effective management of SAO spaces and facilities, and oversee logistics support for student organizations. He or she will also provide comprehensive secretarial support to the Director, Student Affairs, enabling her to focus on strategic leadership and decision-making that drives SAO forward.

Key Responsibilities:

Facilities Management

• Plan and manage all maintenance, repair, renovation, and upgrade works of Nanyang House (NYH) in collaboration with the facilities office.
• Manage NYH's room booking by Student Organizations and administer IT systems (e.g. card access and CCTV).
• Oversee the scheduling of duty personnel for NYH General Office.
• Oversee the maintenance of the SAO office, including air-conditioning servicing, carpet shampooing, routine inspections, and equipment repair/replacement.
• Manage office reconfigurations, renovations, and workstation allocations.

Logistics Management

• Manage the equipment loan service for student organizations and track usage statistics to recommend replacements as needed.
• Conduct regular housekeeping of the equipment at NYH and North/South Spine storerooms, arranging disposal of unusable items.

Administrative Support

• Serve as SAO's primary contact and subject matter expert for the Enterprise Facilities Booking System (EFBS)
• Manage enquiries and issues related to SAO facilities.
• Maintain lists of authorized student organization representatives for facility bookings.
• Collaborate across departments to support future phases of EFBS development.
• Centrally manage Student Assistants engaged by SAO and work internally with other teams to deploy them for duties.
• Serve as SAO webmaster to facilitate content update.
• Manage CCA Certificate requests.

Secretariat Support

• Provide secretarial support to the Director of Student Affairs, including:
  - Scheduling appointments
  - Organizing meetings
  - Preparing documents (end-to-end)
  - Note-taking
  - Managing email
  - Arranging travels
  - Other ad-hoc duties

Requirements

• Diploma holder, with at least 5 years of relevant working experience preferably in educational environment, or Degree holder.
• Prior experience in facilities and project management is a plus
• Proficient in IT and skilled in the Microsoft Office suite.
• Detail-oriented and organized, with excellent communication skills.
• Service-oriented mindset.
• Strong interpersonal skills with the ability to collaborate effectively with individuals at various levels within the organization.

We regret that only shortlisted candidates will be notified.

Hiring Institution: NTU