Coordinator (Activities Programme and Facility Rental)

UWCSEA East seeks an experienced candidate for the role of Coordinator (Activities Programme and Facility Rental) from August 2026.

The candidate will provide administrative and operational support for the UWCSEA East activities programme and leading the external rental of school facilities. The role ensures efficient coordination of bookings, accurate record keeping, and smooth communication between internal departments, activity providers, and external rental users.

Main Responsibilities

Activities Programme Support:

• Work closely with Activities, Community and Camps Manager in administering the Activities programme, monitoring the programme attendance registers, liaising with providers, updating programme data in the college system; maintaining and developing the Activity website and financial work.
• Manage activity registration systems, student participation data, and programme scheduling.
• Helps coordinate with teachers, coaches, and external providers to ensure the effective delivery of activities.
• Support the planning and implementation of seasonal activity programmes and enrichment opportunities.
• Maintain accurate participation records and support reporting on programme engagement and uptake.
• Support and manage the marketing and communication of information for programmes conducted and liaise with Comms and Marketing on Activities celebrations, photographs and write ups for perspectives, produce the end of year activities reports and provide information for programmes conducted.
• Assist with organisation and operations of celebration events such as Friday Night Lights and Activities Celebration Evening.
• Act as the key liaison point for parents and students for either digital, telephone or face to face enquiries.
• Administer and manage spreadsheets on tracking programmes and details and perform any other duties assigned by the Heads of Activities.

Facility Rentals and Community Use (Leadership & Ownership):

• Lead and manage all external facility rental operations, including enquiries, bookings, scheduling, and delivery.
• Set priorities for facility usage, ensuring alignment with school programmes and strategic objectives.
• Oversee the preparation and management of rental agreements, ensuring compliance with school policies and standards.
• Act as the primary relationship manager for external users, ensuring a high-quality and professional experience.
• Drive improvements in systems and processes to enhance efficiency, transparency, and user experience.
• Lead contract management processes, including annual vendor agreements and ad-hoc event contracts, in collaboration with facilities and housekeeping teams.

Operational and Systems Leadership:

• Own and continuously improve facility booking systems to ensure accuracy, usability, and scalability.
• Lead cross-functional coordination with facilities, security, and operations teams to ensure seamless delivery of programmes and rentals.
• Optimise scheduling and space utilisation, making informed decisions to balance competing priorities.
• Provide operational leadership for activities and community events, activity showcases, and sports programmes requiring facility coordination.

Financial and Administrative Management:

• Oversee the processing and tracking of activity payments and facility rental income.
• Monitor budgets, revenue streams, and financial performance related to activities and rentals.
• Ensure accurate reporting, reconciliation, and maintenance of audit-ready records

Compliance, Risk, and Governance:

• Lead compliance processes to ensure all vendors and users meet safeguarding, safety, and insurance requirements.
• Oversee risk management documentation, including risk assessments and provider agreements.
• Ensure adherence to school policies, operational standards, and regulatory requirements.

• Minimum Degree in a related discipline
• 3-5 years experience in a related field
• Experience in similar administrative or sports and activities in context within the Local Singapore Community and school environment.
• Experience coordinating programmes, activities, or facility operations.
• Strong organisational and administrative management skills.
• Ability to manage systems, schedules, and multiple stakeholders.
• Strong communication skills with staff, students, parents, and external providers.
• Experience with booking systems, databases, and financial administration.
• Act as the key liaison point for parents and students for either digital, telephone or face to face enquiries.

Application

Apply via our portal by Friday, 1 May 2026 11:59pm Singapore Time.

Our school is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices and all appointments are subject to interview, satisfactory references, identity and criminal record checks.