Assistant Manager/Manager (Facilities Management)

Job Responsibilities

1. Long-Term Planning and Asset Management

• Develop and implement long-term maintenance and asset management plans for the Gallery's M&E, building systems, facilities and related infrastructure.
• Assess the condition, performance and lifecycle of M&E and building assets, and recommend appropriate maintenance, upgrading, replacement or renewal strategies to ensure reliability, safety and operational continuity.
• Develop annual maintenance and asset replacement plans, taking into consideration asset condition, lifecycle requirements, operational needs, regulatory requirements and available budgets.

2. Contract Procurement and Management

• Plan and manage preventive and corrective maintenance programs for M&E and building systems, services and facilities.
• Conduct market and due diligence studies, including reviews of prevailing market conditions, industry practices and regulatory requirements, to develop appropriate maintenance contract specifications and requirements.
• Prepare cost estimates and budget projections for maintenance contracts and work closely with internal stakeholders to ensure budget availability and sufficiency.
• Manage the end-to-end quotation, Request for Proposal (RFP) and tender processes, including preparation and submission of requisition documentation, evaluation of proposals, recommendation of award and raising of Purchase Orders.
• Manage and monitor term contractors to ensure works are carried out safely, timely, diligently and in accordance with contractual requirements, agreed service levels and quality standards.
• Monitor contractors performance and take appropriate follow-up or corrective action to address service deficiencies and ensure satisfactory delivery of services.

3. Cyclical Maintenance, Asset Replacement and Project Management

• Conduct condition assessments and technical studies to identify and propose the cyclical replacement of M&E and building system components to maintain system reliability, availability and performance.
• Evaluate existing M&E and building systems and propose replacement, upgrading or improvement works, including value engineering initiatives to enhance system performance, reliability and cost-effectiveness.
• Identify, develop and propose new facilities projects, including renovations, equipment installations, improvement works, development projects and sustainability initiatives.
• Prepare project scopes, technical requirements, cost estimates and supporting documentation for management approval.
• Manage the end-to-end procurement and project management process, including planning, procurement, contractor management, implementation, testing, commissioning and handover.
• Ensure projects are delivered on time, within approved budgets and in accordance with the required scope, specifications, quality and safety standards.
• Coordinate with internal stakeholders, consultants, contractors and relevant authorities to ensure the smooth execution and completion of projects.

4. Remedial and Breakdown Works

• Investigate facilities and services breakdowns, conduct root-cause analysis and recommend appropriate immediate recovery, mitigation and rectification measures.
• Coordinate and oversee remedial works to minimize operational disruption and ensure timely restoration of affected facilities and services.
• Prepare the necessary procurement and approval documentation, including obtaining quotations and raising Purchase Orders, for rectification works by service providers.
• Verify completed remedial works and ensure that rectification is carried out to the Gallery's required standards and specifications.

5. Budget and Financial Management

• Develop and propose the annual M&E and building facilities budget for approval by the Head.
• Monitor and control expenditure against approved budgets and ensure that facilities-related works are delivered in a cost-effective manner.
• Track project and maintenance expenditure and provide timely updates on budget utilization, commitments and potential variances.
• Identify opportunities for cost optimization and value engineering while maintaining the required standards of safety, reliability and service quality.

6. Facilities Operations and Stakeholder Management

• Plan and execute improvement works and Addition & Alteration (A&A) works to support the Gallery's operational and business requirements.
• Monitor feedback and service requests from internal stakeholders, tenants and other relevant parties, ensuring that issues are promptly addressed and attended to by the relevant contractors within stipulated service timelines.
• Conduct regular facilities inspections to identify defects, operational issues, safety concerns and areas for improvement, and follow up on necessary corrective actions.
• Prepare inspection findings, management reports and recommendations on facilities-related matters.
• Work closely with internal stakeholders, tenants, contractors, consultants and other external parties to ensure effective delivery of facilities services and works.

7. Sustainability and Continuous Improvement

• Monitor and analyze utilities consumption, including electricity and water usage, and identify opportunities for energy and water efficiency improvements.
• Develop and implement facilities management initiatives that improve operational efficiency, sustainability, resource utilization and service quality.
• Identify opportunities to enhance the performance, reliability and cost-effectiveness of the Gallery's facilities and building systems.
• Ensure that facilities management initiatives are aligned with the Gallery's mission, vision and values.

Job Requirements

• At least 5 years of relevant experience in facilities management, preferably within mission-critical facilities and/or museum environments.
• Degree in Mechanical Engineering, Electrical Engineering, Building Services Engineering, Facilities Management, or a related discipline.
• Meticulous, self-driven and able to work effectively under tight deadlines.
• Strong ability to manage multiple priorities simultaneously, with a proactive and adaptable approach to work.
• Effective team player with excellent interpersonal, communication and stakeholder management skills.
• Able to present ideas and recommendations clearly to Management, translate feedback into actionable plans, and ensure timely follow-through to completion.
• Demonstrates the ability to work independently and thrive in a fast-paced and dynamic environment.
• Flexible and willing to work outside regular office hours to support operational requirements, maintenance activities, and emergency situations.