Assistant Director, Estates & Facilities Management

The Assistant Director of Estates & Facilities Management oversees the museum's estates, facilities, and tenant relations, aligning these functions with the museum's long-term goals. This role oversees the day-to-day management and maintenance of the museum's physical assets, ensuring that buildings, grounds, and facilities are well-maintained, safe, and compliant with all relevant regulations. Supported by a Senior Manager responsible for maintenance and direct reports (Assistant Managers) focusing on day-to-day operations and security management, the Assistant Director manages infrastructure upgrades, landlord relations, budget planning, and business continuity. This role is crucial to the smooth functioning of the museum's operations, supporting exhibitions and events while ensuring a safe and welcoming environment for the public and staff.

Key Responsibilities

Strategic Planning:

• Develop and implement long-term facilities strategies that align with the museum's goals, ensuring sustainable management of the museum's physical assets and security operations. This applies to SAM's site at TPD and any current or future locations where SAM will take over to host exhibitions.
• Work closely with Senior Management to align estates and facilities initiatives with future growth and development plans, incorporating energy efficiency and sustainability goals, including Greenmark Gold certification.

Landlord & Lease Management:

• Serve as the main liaison with landlords, overseeing lease negotiations and renewals and ensuring compliance with lease agreements. Ensure that the landlord fulfills their building maintenance and shared services obligations. This applies to SAM's site at TPD and any current or future locations where SAM will take over to host exhibitions.
• Collaborate with legal and senior management teams on lease modifications or expansions as needed.

Budget Management:

• Manage the estates and facilities budget, ensuring resources are allocated effectively to support infrastructure and security needs.
• Oversee financial planning for capital projects and ensure cost control measures are in place to efficiently manage resources, including security systems and equipment.

Project Management:

• Lead major capital and refurbishment projects, ensuring timely and cost-effective delivery in collaboration with internal teams and external contractors. This applies to SAM's site at TPD and any current or future locations where SAM will take over to host exhibitions.
• Supervise project execution with regular updates from the Senior Manager on maintenance progress and operational needs, ensuring minimal disruption to museum activities.

Business Continuity Planning (BCP):

• Lead BCP exercises, ensuring the museum is prepared for emergencies and disruptions to operations (e.g., power outages, system failures, natural disasters).
• Develop and maintain comprehensive contingency plans, including those related to security systems, to ensure that essential museum functions can continue under all circumstances.

Security & Operational Oversight:

• Oversee Assistant Managers who manage day-to-day security operations, including supervision of security systems, guards, CCTV, and carpark management (if any).
• Ensure that security systems (e.g., CCTV, Intrusion Detection System, card access control) are regularly maintained and meet museum security standards.
• Monitor security protocols, ensuring the museum's property, artwork, staff, and visitors are safeguarded, and security personnel are well-trained and familiar with SOPs.
• Support the Assistant Managers in logistics management for exhibitions, events, and VIP visits, ensuring operational readiness.

Compliance & Sustainability:

• Ensure the museum complies with all relevant health and safety regulations, including building codes, SCDF fire safety standards, and BizSafe certification requirements.
• Lead efforts to implement and maintain BizSafe certification, ensuring all safety policies, risk assessments, and workplace safety measures meet the necessary standards.
• Oversee sustainability initiatives, such as maintaining Greenmark Gold certification, and manage resource efficiency, energy use, and environmental impact.
• Collaborate with the Senior Manager and Assistant Managers to ensure that sustainability and safety protocols are integrated into daily operations and long-term planning.

Team Leadership & Support:

Support from the Senior Manager (Maintenance):

• Delegate the day-to-day maintenance and repairs to the Senior Manager, who ensures that the museum's physical infrastructure remains fully operational.
• Receive regular updates from the Senior Manager on maintenance issues, vendor management, and the execution of project-related tasks.

Direct Reports Assistant Managers (Operations & Security):

• Oversee Assistant Managers responsible for the museum's security services, AV system, and day-to-day operational functions.
• Provide guidance to Assistant Managers to ensure smooth logistics planning for exhibitions and events, security operations, and facility readiness.
• Ensure security protocols are followed and security systems are regularly maintained and updated.
• Coordinate with Assistant Managers to ensure the museum's operational and security services align with the museum's strategic objectives and operational needs.

Qualifications

• Bachelor's degree in Facilities Management, Engineering, Architecture, Property Management, or a related field.
• At least 8-10 years of experience in facilities and security management, with strong experience in strategic planning, project management, and budgeting.
• Proven leadership in landlord relations, lease negotiations, and managing complex facility and security operations.
• Experience overseeing large-scale capital projects, refurbishment initiatives, and security systems management.
• Strong knowledge of health and safety regulations, including building codes and environmental standards.
• Experience managing senior and operational staff teams, ensuring alignment across various functions, particularly in operations and security.
• Excellent stakeholder management skills, with experience working with government agencies, contractors, and external partners.
• Familiarity with sustainability practices, including Bizafe and Greenmark Gold certification.
• Strong analytical and decision-making skills, with experience handling business continuity planning.