Integrated Facilities Management (IFM) Associate

(This role is hired on a contract basis.)

Why You'll Love This RoleThis role supports the Office of Housing in day-to-day operations and cross-functional initiatives that keep our hostels safe, efficient, and student-ready. It focuses on operations, facilities coordination, events and space bookings, and administrative support for major procurement procedures.

What You Will Do:A. Facilities Upkeep & Administrative/Procurement SupportSupport the Facilities team with inspections, work orders, preventive maintenance schedules, and contractor supervision.Manage contractors and their on-site teams to ensure compliance with contractual requirements and regulatory standards.Fulfil assigned responsibilities in accordance with departmental standards and KPIs.Raise and track defects, and verify completion and quality before closure.Assist the Administration team in tender preparation for major services (e.g., cleaning, security, laundry, waste management, and term contracts), including:Collating requirements and specifications, historical consumption data, and service levels.Preparing procurement documents such as specifications, evaluation matrices, and acceptance criteria.Scheduling site show-rounds and tender clarifications, and supporting evaluation documentation.Maintain accurate records, dashboards, and audit trails.Demonstrate willingness to support cross-functional duties and take on new responsibilities or roles within the department’s scope of functions.

B. Cross-Functional Collaboration & ComplianceLiaise with Housing Operations, Student Life, Campus Security, Estates/Facilities, Finance/Procurement, and academic units.Handle data in compliance with the Personal Data Protection Act (PDPA) and university governance requirements.Contribute to continuous improvement initiatives, including SOPs, checklists, playbooks, and dashboards.

Who We Are Looking For:Minimum Diploma in Facilities/Building Services, Hospitality, Operations, Business, or a related field.At least 1-4 years' experience in operations, facilities or events coordination, or campus housing.Exposure to facilities management contracts, public-sector procurement, or campus operations will be an advantage.

Skills & Competencies:Strong coordination and stakeholder management skills, with clear written and verbal communication.Practical knowledge of facilities operations and vendor supervision.Comfortable working with SOPs, checklists, and live issue tracking during peak periods or events.Data-savvy, with proficiency in spreadsheets, dashboards, and basic reporting.Familiarity with booking systems (CMMS/CAFM, IBMS/HMS), and access control systems preferred.Detail-oriented, calm under pressure, and able to multitask and solve problems in real time.