A. PRIMARY JOB PURPOSE
Reporting to the Executive Director and working closely with the Assistant Director (Content, Membership and Special Projects), the Facilities & Admin Assistant Manager / Manager oversees the planning, coordination and management of facilities, administrative operations, membership support, and legacy initiatives within Singapore Aquatics (SAQ).
This role ensures efficient facilities utilisation, smooth execution of travel and administrative processes, strong stakeholder engagement, and the development of SAQ’s legacy, alumni and historical records.
B. JOB RESPONSIBILITIES
1. Facilities Administration
- Oversee booking of OCBC Aquatic Centre and SportSG facilities for training, events and programmes
- Manage facilities scheduling, including deconfliction of schedules
- Be the main point of contact to liaise with clubs, facility managers and stakeholders on all facilities matters
- Prepare and manage displacement plans for training, events and programmes
- Manage facilities protocols for the National Training Centre, including access and usage
- Monitor facilities budget and track monthly usage
- Prepare annual facilities utilisation plans and forecasts in consultation with disciplines and events team
- Liaise with SportSG on matters relating to invoicing and billing
2. Travel Administration
- Oversee and coordinate all travel, accommodation and insurance arrangements for national teams
- Be the main point of contact with travel agents/service providers
- Ensure all travel arrangements are in line with SAQ’s policies and processes
- Manage and resolve travel-related issues when required
3. Administrative Responsibilities
- Provide secretariat support for Annual General Meetings and Executive Committee Meetings, including minutes taking
- Oversee general administrative processes and ensure proper documentation and record keeping
- Ensure documentation of deliveries matches request specifications
- Identify and report shortages, damages and discrepancies in deliveries
- Oversee inventory management, including stock tracking, withdrawals and periodic physical stock counts
- Work with Finance to ensure accuracy of asset records and inventory control
- Support office administration, including liaising with vendors, landlords and service providers
- Perform ad hoc duties when assigned
4. Membership Responsibilities
- Oversee and ensure that members’ details in the membership platform are accurate and up to date
- Support administration and maintenance of the membership database
- Provide guidance to users of the membership platform
- Work with disciplines and internal teams to support membership engagement initiatives
- Support dissemination of information to affiliates and stakeholders
5. Legacy Responsibilities
- Support the Legacy Council as secretariat
- Oversee data collation and maintenance of legacy records
- Support alumni engagement and community building initiatives
- Support development of Hall of Fame and related initiatives
- Work with Marketing and Communications on legacy-related content, including website and collaterals
6. Others
- Keep abreast of all activities in the SAQ calendar and support updates to relevant platforms
- Work closely with internal departments to support events and programmes
- Perform any other duties as assigned by Management
C. REQUIREMENTS & SKILLS
- At least 4–6 years of relevant working experience (more for Manager position)
- Candidate must possess at least a Diploma/Degree in Business Administration, Sports Management or related fields
- Strong understanding of administrative, facilities and operational processes
- Experience in stakeholder management and coordination across multiple parties
- Meticulous with strong organisational and data management skills
- Good communication (written and verbal) and interpersonal skills
- A strong team player with good problem-solving skills
- Able to work independently, multi-task and meet deadlines
- Proficient in Microsoft Office (Excel, Word, PowerPoint)
- Knowledge of WordPress or membership platforms will be an advantage
