Deputy Manager, Facilities & Assets Mgmt

[What the role is]Most Positive Workplace Collaboration Award - Singapore International Chamber of Commerce Awards 2025

Top 20 most attractive employers in Singapore - The Straits Times Singapore's Best Employers 2024 & 2025

This role centres on Campus Facilities and Assets Management. The candidate will liaise, coordinate and execute technical planning and support for SP events, such as the SP Open House, Graduation Ceremonies, and high-profile visits. Responsibilities also include working with SP’s appointed Integrated Facilities Management (IFM) Contractor to maintain SP’s Audio Visual (AV) assets and coordinating across schools and departments for maintenance of equipment and facilities.

[What you will be working on]

Liaison, Coordination and Technical Support for SP Events

Liaise, coordinate and provide comprehensive technical support for SP events, including coordinating or organizing event recce visits, supervising pre-event setups, supporting seamless event execution, and advising organisers to ensure successful outcomes.

Manage and coordinate multiple ongoing events, monitoring timelines and achieving milestones to meet deadlines and ensure the successful completion of events.

To work with Event’s organisers, develop and implement contingency plans to address potential disruptions and ensure continuity of event operations.

To response to building-related / M&E breakdowns during Events and coordinate with FAM team on operational issues for the safety and well-being of students, staff and public.

Ensure adherence to safety and environmental regulations at all times.

Maintenance and Operation of AV equipment

Maintain AV equipment (such as Smart Monitors, Mic and Speaker systems, Matrix Switchers, AV Controllers and Projection Systems) across all SP facilities, ensuring optimal functionality.

Liaise with stakeholders and vendors to facilitate both preventive and corrective maintenance of AV systems.

Oversee and execute scheduled preventive maintenance, ensuring compliance with contractual obligations and proactively identifying equipment for servicing before breakdowns occur.

Ensure and manage prompt responses to AV equipment malfunctions, resolving operational issues and minimizing disruptions to teaching and business activities at Singapore Polytechnic.

Assist in managing maintenance agents and specialist vendors, overseeing their service scopes, planned programs, investigations, inspections, and audits.

Attend Hand Over-Take Over (HOTO) inspections and coordinate defect rectification with appointed contractors.

Ensure adherence to safety and environmental regulations at all times.

Financial Responsibilities

Manage budget planning and control, ensuring development initiatives remain within allocated budgets.

Prepare and present approval documents and reports on relevant subjects when required.

Manage relevant procurement processes and prompt payment of contractors via the provided systems, including tender preparation, site briefings, evaluation, and awarding when required.

Other Responsibilities

Stay updated on the latest industry developments and regulatory requirements to provide recommendations, develop and implement proposals to enhance the AV equipment provisions & maintenance regimes, and event practices in Singapore Polytechnic in alignment with best practices.

Build and maintain strong relationships with internal and external stakeholders.

Perform additional duties as assigned.

[What we are looking for]

Minimum Required Qualifications and Areas of Discipline under MICE (Meetings, Incentives, Conferences and Exhibitions):

Degree/Diploma in Events and Project Management

Relevant qualifications in Digital Audio, Video Production and Lighting Management System

At least 5 years of relevant experience in the Event Management sector or Facilities Management for AV equipment

Knowledge of regulatory requirements and legislation

Ability to develop and maintain Standard Operating Procedures (SOPs)

Critical thinking, Analytical skills and event coordination abilities

Leadership qualities and strategic planning skills

Ability to work collaboratively within a team and communicate effectively with various stakeholders

Effective time management, resourcefulness, self-motivation, and ability to handle multiple tasks

Constructive work attitude and capability to interact with staff at all levels, as well as being a reliable and independent team member

Strong communication, problem-solving, presentation, negotiation, and interpersonal skills

Proficiency with e-procurement platforms; experience in preparing tender specifications is considered an advantage

Successful candidate will be offered a 2-year contract in the first instance.

JR-