Facilities & Operations Executive

The incumbent will be part of the Facilities and Operations team, reporting to the Lead of Facilities and Operations. The role is responsible for supporting the management of building operations and ensuring the efficient, safe, and effective delivery of facilities management services for members, clients and staff. This includes coordinating training and event spaces, maintaining facilities, managing vendors, and ensuring a high standard of service for both internal and external stakeholders.

The role contributes to the organisation's success by ensuring that all facilities are well-maintained, operationally ready, and aligned with the needs of members, clients, and staff, thereby supporting seamless delivery of courses, events, and daily operations.

Key Responsibilities:

Facilities & Space Operations

• Plan, allocate, and set up facilities spaces (e.g. training rooms, lounges) for courses and events

• Prepare and maintain consolidated facilities booking schedules for weekly and monthly visibility of space utilisation

• Track and prepare monthly room utilisation reports for internal cost allocation

• Ensure all facilities are clean, functional, and operationally ready at all times

Event & Training Delivery Support

• Coordinate setup of rooms and spaces for courses and events, including AV requirements

• Provide on-site operational support to ensure smooth and timely execution

• Anticipate and resolve operational issues quickly during live events

Member & Client Experience

• Ensure spaces and services meet expectations and enhance overall experience

• Liaise with members, clients and internal stakeholders to understand and meet their requirements before and during facility usage

• Manage client/member feedback and ensure timely resolution in line with service standards

Vendor & Compliance Management

• Monitor and ensure timely renewal of licenses and permits in compliance with regulatory requirements

• Oversee vendors and contractors to ensure work is completed according to contractual obligations

• Support maintenance and upkeep of facilities through effective vendor management

Administration & Operational Support

• Administer rental of training rooms to external stakeholders, including individuals and corporate members

• Process vendor invoices, client billing, and refunds accurately and promptly

• Support manpower planning and operational needs in collaboration with the team

• Undertake other duties as required to support operational needs

Requirements:

• Relevant qualification in Facilities Management, Building Services, Event Management, or related field or equivalent practical experience.

• At least 2 years of relevant experience in facilities management, building operations, or event/training space coordination.

• Experience in facilities coordination or event support (e.g. space planning, room setup, bookings)

• Strong organisational skills with the ability to manage multiple bookings or requests

• Good communication skills for liaising with internal stakeholders and vendors

• Customer service mindset with experience supporting users or clients

• Basic proficiency in Microsoft Office (Excel, Word, Outlook)

• Ability to respond to operational issues in a timely and practical manner

Good-to-Have:

• Familiarity with AV equipment (projectors, microphones, conferencing tools)

• Experience using facilities booking systems and preparing simple reports

• Exposure to vendor coordination or contractor management

• Basic understanding of building maintenance or safety practices

• Willingness to support events outside standard working hours when required