Responsibilities:

1. Administrative support for facilities matters:
• Apply security access card for staff and attend to card reader requests
• Update and maintain floor plans
• Manage the school’s general phone line
• Set up telephone lines including migration and tagging
• Assign keys and maintain master keys spreadsheet
• Conduct routine facilities checks and ensure regular maintenance
• Liaise with contractors and vendors
• Maintain WKWSCI distribution lists and facilities role-based account
• Book teaching facilities
• Maintain network points
• Attend to air conditioners’ maintenance-related matters
• Responsible for fault reporting and follow up
• Attend to renovation projects and maintenance checks
• Communicate to staff on facilities and safety related matters
• Conduct safety induction course for new staff
• Allocate and set up office rooms and desks for new faculty and staff

2. General office administration and support
• Provide logistical support, for events or... activities, which includes handling procurement and payment, food catering and transport arrangements
• Handle mails and courier matters
• Update e-mail account for part-time faculty, temporary and research staff
• Attend to photocopier, fax and booking of facilities
• Manage mailing, international/local franking
• Manage and co-ordinate the schedule of student assistants on duty at the Chair’s Office reception counter
• Prepare duty roster for the Chair’s Office staff
• Purchase stationery
• Process name cards requests.

3. Secretarial and administrative support
• Schedule meetings and appointments, booking of venues
• Handle email correspondences of role-based accounts
• Support overseas travel arrangements and process expense claims
• Ensure proper record keeping of documents

4. Staff Welfare Committee support
• Included as a member of the Staff Welfare Committee
• Generate new ideas for the School’s welfare events
• Responsible for crafting EDM or marketing materials
• Provide logistical support for events/activities
• Ensure that the budget assigned to events and activities are utilized accordingly

5. Safety-related activities support:
• Included as a member of the WKWSCI Safety Committee
• Take meeting minutes for WKWSCI Safety Committee meetings
• Assume the role of the School’s fire safety emergency coordinator
• Assist in fire safety, contractor management and business continuity audits
• Coordinate the annual fire safety posters design competition
• Conduct weekly safety checks in the building
• Manage and replenish first aid boxes items

6. Any other ad-hoc administrative duties as assigned from time to time.

Requirements:
• A Bachelor’s degree / Diploma
• Proficient in Microsoft applications and Adobe Creative Suites
• At least 3 years of relevant working experience
• Administrative and facilities management experience in an educational institution would be advantageous
• Strong in both written and oral communications
• Organised and meticulous
• Possess the ability to work effectively with people
• Able to multi-task and work independently

Hiring Institution: NTU
Singapore

Salary Criteria