Executive/ Assistant Manager, Estate & Facilities Management
Executive / Assistant Manager, Estate & Facilities Management
You will support the delivery and governance of estate and facilities services across HeritageSG sites, including Children's Museum Singapore (CMSG), Changi Chapel & Museum (CCM), Reflections at Bukit Chandu (RBC) and ArCH Square by coordinating Integrated Facilities Management (IFM) operations.
This role serves as the key control and coordination function, responsible for contractor performance tracking, compliance documentation, procurement administration, financial verification and management reporting. You will ensure that facilities operations are well-documented, compliant, and aligned with contractual and organisational requirements.
Key Responsibilities- IFM Contract & Facilities Coordination
- Coordinate and track day-to-day facilities activities performed by IFM service providers.
- Conduct site inspections and follow up on maintenance, safety and operational issues.
- Monitor contractor performance against service schedules, KPIs and contractual obligations.
- Escalate performance gaps, risks and non-compliance issues appropriately.
- Coordinate contractor access, permits and site requirements.
- Procurement, Billing & Financial Administration
- Support procurement processes including sourcing, quotations, purchase requests and documentation.
- Process purchase requisitions, invoices, goods receipt confirmations and payment submissions.
- Perform detailed verification of contractor claims against supporting documents and service records.
- Maintain accurate records of contracts, renewal schedules and financial commitments.
- Track expenditure against approved budgets and support financial reporting.
- Reporting, Compliance & Administration
- Prepare monthly including operational updates, contractor performance and maintenance summaries.
- Maintain records relating to Fire Safety, BCP, statutory inspections, licences and certifications.
- Ensure compliance documentation is current, complete and audit-ready.
- Maintain facilities asset registers, utilities data and estate records.
- Project & Operational Support
- Support estate projects, enhancement works, exhibitions and events through facilities coordination.
- Track timelines, deliverables and documentation for projects.
- Assist in sustainability initiatives and utilities monitoring.
- Support Green Mark reporting and environmental data tracking.
- Diploma or Degree in Facilities Management, Estate Management, Engineering or a related discipline.
- Preferably 2–5 years of experience in facilities management, estate administration or building operations.
- Experience in contract coordination, procurement and invoice processing would be advantageous.
- Familiarity with fire safety and facilities management practices.
- Strong organisational, reporting and administrative skills with attention to detail.
- Proficient in Microsoft Office (especially Excel and reporting tools).
- Good stakeholder communication and coordination skills.
- Ability to manage multiple priorities across a multi-site environment.
- Strong writing and documentation skills required.
ABOUT HERITAGESG
Be Part of Singapore's Creative Heritage Force
As a subsidiary of the National Heritage Board under MCCY, HeritageSG stands at the forefront of cultural innovation. We are the team transforming how heritage connects with contemporary audiences – through museums, festivals, and digital platforms.
Shape the Future of Cultural Experiences
Join a dynamic team that blends immersive storytelling with technology. From virtual reality installations to interactive displays to digital learning products, we are pioneering new ways to make heritage accessible and engaging.
Work Where Creativity Meets Impact
At HeritageSG, every project matters. Whether you are building digital products, coordinating heritage programmes, or developing new technologies, you will contribute to experiences that bring heritage to life for millions. Our collaborative environment encourages creative thinking whilst maintaining the highest professional standards.
Grow Your Career in Cultural Innovation
Be part of an organisation that values both tradition and innovation. You will work alongside passionate professionals who are reshaping the cultural landscape, with opportunities to develop expertise across multiple disciplines – from traditional curation to emerging technologies.