Helpdesk & Events Coordinator - Pasir Ris

Helpdesk & Events Coordinator

Work Dynamics - Integrated Facilities Management

• Day-to-day “Operational” Management of vendors to ensure required vendors are assigned within SLA response time, to attend to facilities-requests and ensuring No “Down-time” on critical items and/or escalated customer complaints.
• Ensure all Facilities related documentation is filed and inventoried properly at site.
• Assist with the communications at site including drafting and disseminating all announcements with a focus on creating collaboration between sites and improving the Service Delivery of Facilities
• Support in the management of the Area Access Manager (AAM)
• Ensure timely submission of invoice from the vendor to the finance department and payment are made on time.
• Coordinate and manage of pantry supplies, stationery/first aid items replenishment.
• Coordinate with housekeeping to ensure that pantry and vending machine items are always in stock.
• Ensure all employee services are managed and delivered as per customer expectation /satisfaction within SLAs/KPIs; Any ad hoc/special requests to have the necessary approvals prior to implementation.
• Complete all of client’s (“relevant”) on-line/on-site training for internal tools, e.g. Policies, Software-specific etc.
• Complete all aspects of the IPMP program.
• Assist in the preparation of reports and analysis.
• Management of staff Season Parking application, termination & related services
• Other ad hoc task assigned from time to time depending on business requirements.

• Ensure that all the Service Level Agreement’s regarding Booking Requests, Event, & Co-ordination are met.
• Be the primary coordinator for conferences and big group events.
• Liaise with requestor to support the development of and understand the requirements for each event.
• Maximize meeting space utilization by supporting the reservation and meeting space management process working with customers and the team to effectively use meeting space including addressing space conflicts and negotiating space needs.
• Support day-of execution including coordination with team/vendors, last minute logistical needs, ensuring effective set-up/execution of event and providing course correcting instructions/directions,when needed.
• Manage and foster relationships with team/vendors and other key stakeholders through effective communications, collaboration, and engagement.
• Perform post event duties such as expense processing, event success assessments and assisting collecting feedback from requester.
• Generate reports for meeting room, events, and calls.
• Follow department policies, procedures and service standards.
• Assist and actively participate in the Annual events such as Fire Drill, Annual shut down etc.

• Ability to work under pressure efficiently
• Proactive and solution oriented, friendly with assertive and personable nature
• Demonstrate initiative and able to work in a team-based environment with plenty of movement
• Able to multitask with good time management skills
• Service oriented, strong sense of urgency, pleasant and approachable disposition with a sense of self achievement and a winning attitude

• Graduate Degree or Diploma in any stream
• Good relationship building skills
• Fluent in Oral and written English skills
• Experience in using Microsoft Excel and Word