Job Description

Provide relief coverage for Facilities and Events Administration functions when required.

Handle telephone, email and other communication channels for enquiries, complaints, faults, work requests and feedback.

Record and update service requests and faults in the CMMS, monitor outstanding cases and follow up with relevant teams until closure.

Assist with KPI tracking, reporting and monitoring of service response and completion.

Maintain records for workstation, room and key issuance/returns and update inventory records. Assist with facility, venue, meeting and conference room bookings.

Handle event enquiries and coordinate with internal users, external hirers and relevant operational teams.

Prepare and maintain event documents, booking records, cost calculations, Letters of Offer/Acceptance, billing information and supporting documents.

Liaise with hirers on venue applications, event requirements, payments and outstanding matters.

Maintain event records and prepare reports on events, venue usage, rental/revenue and operational matters.

Coordinate with the Car Park Team on complimentary tickets and car park reservations when required.

Prepare monthly reports, statistics, meeting minutes and other administrative documents.

Support data checking, filing, document control and CMMS/event-system updates.

Coordinate with Facilities, Events, technical teams and other internal/external stakeholders.

Perform other related administrative and operational duties as required.

Requirements
Diploma, Higher Nitec, Nitec, WSQ skills certification or equivalent qualification in Administration, Event Administration, Business Management, Media/Mass Communication, Event Management or a related field.
At least 3 years of relevant experience in event administration, facilities administration, helpdesk operations, customer service or similar coordination roles is preferred.

Have sufficient event-related experience to meet the requirements of the Events Administrative Executive role.