Venue Manager (Community)

Responsibilities

The responsibilities of the Event/Venue Manager include but not limited to the following:

• To aid in the safe and cost-effective operations of all venue under Our Tampines Hub;
• To assist on overseeing all aspects of Venue and Facilities Management, including Operations, Facilities Maintenance, Stewarding, Security, Event Management, Tours and others as assigned by People’s Association or its representatives;
• To report directly to the IP department and will assist them in the daily execution of operations and admin duties;
• To liaise with booking parties and ensuring that all paperwork is in place prior to event;
• Book-keeping and filing of necessary documents such as booking forms, billing requests, invoices, etc;
• To collate all event-related before events eg. Booking form, PTW, RA, PTP, Layout, SLD, PE, List of vehicles and workers, Signed loading documents etc, Public Liability, Method Statement, Venue Advisory, Fire Emergency Plan, venue handover form, etc.;
• To manage venue site recces and liaising with booking parties for events/ bookings;
• To assist IP team in IP-led major events, namely NDP, NYE Countdown etc;
• Ensuring that venues are always ready (such as sufficient chairs, tables, AV equipment, displayed materials, etc) and maintained;
• To work closely with on-ground ops/ housekeeping/ security team to ensure cleanliness and upkeep of venue;
• To work closely with housekeeping teams to ensure timely maintenance for all venues;
• To enforce general guidelines for all Venues and Facilities;
• To constantly review and update venues SOPs as and when required or deemed necessary;
• To ensure that all interest groups and daily bookings are in place and that the venues are ready to host;
• To ensure that monthly bookings (if any) are booked correctly;
• To liaise with stakeholders, community partners, external partners and government agencies on all venue and event related matters.
• To assist Integrated Programming (IP) department on all procurement and administration matters;
• To assist on overseeing all aspects of daily and event administration and other duties as assigned by People’s Association or its representatives;
• To report directly to the IP department and will assist them in the daily execution of admin duties;
• Work closely with the IP department on the drafting, generation, approval, and processing of all AORs, ITQs and ITTs relevant to the procurement of services and items required by the IP Department;
• Work with Finance to ensure timely processing of all payment relating documentation for compliance with IM and PA policies. Ensure all documents are filed in compliance with IM and PA policies;
• Manage all vendors engaged by the IP department, ensuring that deliverables for all committed services and products are achieved and completed as agreed;
• Manage all operational logistics of events/programmes/activities that are driven by the IP department including collateral display, hub’s directory, and manpower deployment;
• Creative conceptualization, design, and copywriting for offline and online marketing materials;
• Provide online and on-site marketing support for inter-department and external partnership campaigns/collaborations/events/activities;
• Identify key areas of enhancement or development for improvements including digitalisation and ease of operations for the IP department;
• Work with AV TE to ensure that there are sufficient AV Technicians to operate and manage the AV equipment during important/big functions/meetings/events at all times;
• Manage daily programming schedules of Festive & Central Plaza’s movie screenings including renting and purchases of DVDs
• Able to work at odd hours and Weekends/Public Holidays; and
• Any other projects assigned by AD, Lifestyle & Programming

Requirements

• Diploma or approved equivalent with at least 5 years of working experience in event management, operations and admin
• Experience in similar settings/facilities such as malls or exhibition spaces will be more advantageous.