Job Summary

Space Inventory & Occupancy Management

• Manage and maintain accurate space inventory and occupancy records across A*STAR campuses, ensuring all office, laboratory, and shared spaces are accurately reflected within the Space and Infrastructure Management System (SIMS).
• Maintain and validate occupancy records at the individual level, including personnel tagging, workspace and laboratory assignments, and updates arising from staff movements, onboarding, offboarding, organizational changes, relocations, and space reallocations.
• Coordinate with research institutes, business units, corporate offices, and project teams to ensure approved space allocations, occupancy changes, and infrastructure updates are accurately captured and reflected in SIMS on a timely basis.
• Validate and reconcile space inventory, occupancy, floor plans, and allocation records across multiple stakeholders to ensure data accuracy, consistency, and integrity.
• Maintain visibility of campus-wide space supply, demand, occupancy, and allocation status to support operational and management reporting.

Space Allocation Coordination

• Coordinate and administer space allocation requests from research institutes, business units, and corporate stakeholders in accordance with A*STAR's space governance framework.
• Support the evaluation of space requests by maintaining accurate occupancy and inventory information and coordinating with relevant stakeholders to facilitate allocation decisions.
• Monitor and track approved allocations to ensure occupancy records and system data remain current and accurately reflect approved changes.

Systems & Data Management

• Serve as a key user of the Space and Infrastructure Management System (SIMS), ensuring the accuracy, completeness, and integrity of space and occupancy data.
• Maintain digital records of occupancy assignments, allocation details, and space inventory in accordance with established governance processes.
• Generate regular reports, dashboards, and analytics on occupancy, individual workspace assignments, space utilization, allocation status, and inventory to support operational planning and management decision-making.

Stakeholder Coordination

• Liaise with research institutes, corporate offices, facilities management teams, project managers, and infrastructure planners to coordinate updates to space inventory and occupancy records.
• Provide guidance to stakeholders on space inventory, occupancy management, personnel tagging, and space allocation processes.
• Coordinate occupancy and space record updates arising from renovations, relocations, infrastructure projects, and organizational changes.

Governance & Compliance

• Ensure all space inventory and occupancy records comply with A*STAR's space management policies, allocation guidelines, and governance requirements.
• Maintain complete and accurate documentation of approved space allocations, occupancy changes, and personnel assignments for audit and governance purposes.

Job Requirements

• Degree in Facilities Management, Architecture, Engineering, Real Estate, Urban Planning, Business Administration, or related discipline.
• At least 3 years of relevant experience in space planning, facilities management, campus planning, infrastructure management, or workplace management, preferably within research, healthcare, education, or large institutional environments.
• Experience managing space inventory systems, CAFM/IWMS platforms, or digital space management tools will be advantageous.
• Strong analytical and organizational skills with the ability to manage large datasets and detailed records accurately.
• Proficient in Microsoft Office applications, particularly Excel and PowerPoint; familiarity with CAD drawings, BIM platforms, or space management software is an advantage.
• Good understanding of space utilization principles, workplace planning, and facilities operations.
• Strong stakeholder management and communication skills, with the ability to work collaboratively across multiple teams and manage competing stakeholder demands.
• Meticulous, self-driven, and able to manage multiple priorities in a fast-paced environment.
• Experience in research campus, laboratory, or institutional infrastructure environments will be preferred.