Deputy Manager, Facilities & Assets Mgmt

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.

• 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.