Assistant Project Manager, Facilities Management

Job Purpose

The Assistant Project Manager, Facilities Management (FM) is responsible for managing AHG's CAPEX projects from planning to completion, ensuring they are delivered on time within scope, and budget. The role involves coordinating project teams, aligning with stakeholders, and overseeing vendor contracts for various services (e.g., cleaning, maintenance, landscaping, security) to improve service quality and cost efficiency.

The position also supports data analysis to optimize facility usage and maintenance planning, provides technical advice on building systems and ensures compliance with regulatory and sustainability standards including Green Mark certification.

Duties and Responsibilities

Projects and Facilities Management:

• Project Manage A&A works/Upgrading systems including design/system inception, tenders calling, award, contract variations, progress payment etc. in accordance with procurement policies, regulatory compliance, procedures and house rules
• Liaise with stakeholders on specifications and develop comprehensive project plans, including timelines, resource allocations and budgets.
• Coordinate with internal teams, contractors, and National Arts Council to ensure project milestones are achieved
• Conduct regular project status reviews, address any issues and report progress to Senior Manager and Director of FM
• Collaborate with the FM team to consolidate service contracts and manage renewal processes for AHG and work towards standardizing procedures and achieving operational uniformity across all centers.
• Identify opportunities for cost optimization and efficiency improvements in service contracts.
• Provide expert technical guidance on mechanical and electrical systems, building services and assist to develop framework and procedures for all AHG Centres.
• Conduct assessments and make recommendations for system improvements, repairs or upgrades and ensure that technical solutions are aligned with best practices, regulatory standards and the specific needs of each Center.
• Assists with Green Mark certification and renewal processes for AHG Centres, ensuring compliance with BCA's standards.
• Coordinate and compile necessary documentation, reports and certifications required for Green Mark submission.
• Ensure that the Centres meets all Green Mark criteria across categories such as energy efficiency, water efficiency, environmental protection, indoor environmental quality, and other green building features
• Assist Workplace Safety and Health Officer in conducting safety inspections and audits to identify potential hazards in the workplace.
• Review document findings from inspections, noting any areas that require corrective actions and follow up with relevant departments to ensure identified hazards are promptly addressed and rectified.
• Assist in preparing for and conducting emergency drills, such as fire evacuations and lockdown exercises, to improve readiness.

Stakeholder Management

• Coordinate with user/stakeholders to ensure specifications, material selections, and design conforms to industry standards and regulatory requirements.
• Liaison between internal stakeholders and contractors to ensure seamless project execution and compliance.
• Develop and maintain strong relationships with internal stakeholders, fostering collaboration and alignment of project goals with organizational objectives.
• Adhere to procurement processes, conducting tenders in compliance with procurement policies.
• Ensure project milestones and budgets align with organizational priorities.
• Facilitate cross-functional coordination to streamline workflows, resolve conflicts and enhance communication across departments.
• Conduct regular stakeholder meetings, provide status updates and address concerns to maintain stakeholder confidence and project momentum.
• Monitor vendor performance and implement corrective actions where necessary to maintain service quality and operational efficiency.

Infrastructure Development

• Conduct technical assessments and recommend infrastructure improvements to support operational needs.
• Ensure all facility upgrades align with sustainability goals, achieving Green Mark certification and adhering to environmental regulations.

Regulatory Compliance

• Ensure that the Centres meets all Green Mark criteria across categories such as energy efficiency, water efficiency, environmental protection, indoor environmental quality, and other green building features (if applicable)
• Provide insights on facilities management trends and contribute to long-term strategic planning

To carry out and assume any other duties and responsibilities as and when assigned by the senior management

Qualifications

• Degree or Diploma in Building Management, Mechanical Engineering, or Electrical Engineering.
• Certification in Project Management and/or Sustainability is an advantage.

Experience

• Minimum 5 years of relevant experience in project or facilities management for commercial or institutional buildings.

Technical Skills

• Strong project management capabilities including budgeting, scheduling, and stakeholder coordination.
• Familiarity with Green Mark certification and BCA sustainability standards.
• Technical knowledge of M&E systems and building services.
• Proficiency in MS Office and project management tools/software.

Soft Skills

• Excellent communication and interpersonal skills.
• Strong organizational and leadership abilities.
• Ability to work independently and under pressure to meet tight deadlines.