Project Manager, Office Relocation

We are hiring! Project Manager, Office Relocation

AWARE is Singapore’s leading gender equality advocacy organisation. For nearly 40 years, we have worked to identify and eliminate gender barriers through research, advocacy, education, and support services, including the Sexual Assault Care Centre and Women’s Helpline.

We are looking for a detail-oriented and well-organised Project Manager with experience in office relocation, workplace/facilities projects, and renovation to facilitate AWARE's relocation from the current workplace at 5 Dover Crescent to the new premises at Race Course Road.

The Project Manager will be responsible for planning, coordinating and executing the office relocation from end to end, ensuring that the new premises are operationally ready, the physical move is completed safely and efficiently, and disruption to AWARE's employees and services is kept to a minimum.

The Project Manager will serve as the central point of coordination between AWARE, contractors, movers, IT vendors, building/property representatives and other external service providers.

Job Title: Project Manager, Office Relocation

Project: Relocation from 5 Dover Crescent to Race Course Road

Current Office: Approximately 3,000 sq ft

New Premises: Three-storey shophouse (Levels 2 and 3)

Contract Type: Fixed-term / Project-based contract (Part-time till end Feb, 2-3 days per week)

Reporting to: Executive Director / Designated AWARE Project Sponsor

Project Duration: To be confirmed based on relocation schedule

Salary: $3000-3900

Key Responsibilities

1. Overall Project Management

• Develop and manage the complete office relocation project plan, including timeline, critical path, milestones, dependencies, responsibilities and budget.
• Maintain a detailed project tracker and provide regular progress updates to the Executive Director and relevant stakeholders. Identify potential delays, risks and cost overruns early, with recommended solutions and escalation where required.

2. New Office Readiness

• Coordinate with the relevant parties to ensure the Race Course Road premises are ready before relocation.
• This includes monitoring readiness of the three floors, furniture, electrical works, lighting, air-conditioning, plumbing, security/access systems, signage, storage, meeting rooms and other workplace requirements.
• Particular attention should be given to fire safety, occupancy and regulatory requirements associated with a multi-storey shophouse, with the appropriate qualified contractors or professionals responsible for technical and statutory compliance.

3. IT and Technology Coordination

• Work with AWARE's IT provider or internal representative to coordinate relocation and commissioning of:
• Internet and Wi-Fi, computers and peripherals, printers, telephones, meeting-room technology, network equipment, security/access systems and other essential technology.
• Develop an IT cutover plan so that critical systems are tested and operational before employees commence work at the new office.

4. Move Planning and Logistics

• Appoint and coordinate the moving company and establish a detailed move-day logistics plan.
• Develop the packing schedule and labelling system, including identification by floor, room/function and owner at the new premises.
• Coordinate movement of furniture, equipment, documents, archives and other AWARE assets.
• Establish clear arrangements for confidential or sensitive materials so these are appropriately secured throughout packing, transportation and unpacking.

5. Staff Move Coordination and Communication

• Develop clear instructions for employees covering what they need to pack, what will be packed by movers, packing deadlines, labelling requirements, personal belongings, confidential documents and Day 1 arrangements.
• Act as the main contact for practical relocation questions and coordinate with designated representatives from different teams.

6. Asset Management, Disposal and Procurement

• Conduct or coordinate an inventory of existing furniture, equipment and other assets and classify them as necessary to move, retain, dispose, donate, recycle, or replace
• Coordinate disposal or donation where required and support procurement of additional furniture, equipment, storage and workplace items for the new office.

7. Vendor and Budget Management

• Source quotations where required and coordinate vendors including movers, contractors, IT providers, cleaners, security/access providers, furniture suppliers, signage providers and disposal companies.
• Maintain the approved relocation budget, track committed and actual expenditure, verify invoices against completed work and flag potential budget variances before commitments are made.

8. Move Day and Operational Readiness

• Prepare a detailed Move Day Run Sheet identifying timing, vendor arrival, loading sequence, transport, unloading, floor-by-floor placement and responsible persons.
• Be physically present during the move to coordinate vendors and resolve operational issues.
• Before staff return, conduct a Day 1 Readiness Check covering essential systems, workspaces, Wi-Fi, phones, printers, meeting rooms, access, safety, pantry facilities and other critical workplace requirements.

9. Existing Office Handover

• Coordinate clearance of the Dover Crescent office after the move, including removal of remaining assets, cleaning, disposal and any landlord reinstatement obligations.
• Support the final inspection and handover of the premises and ensure outstanding matters are documented and closed.

10. Project Closure

• Maintain a relocation snag list after occupation and ensure outstanding defects or incomplete works are followed through to closure.
• Complete final reconciliation of the project budget, vendor invoices, documentation and outstanding actions.
• Provide a short project closure report covering costs, unresolved issues and recommendations.

Experience and Skills

The ideal candidate should have experience in office relocation, workplace/facilities projects, renovation or fit-out coordination, operations or project management.

Strong organisational and vendor-management capability is essential, together with the ability to manage multiple workstreams simultaneously.

The individual should be practical and hands-on, comfortable being on-site, able to anticipate problems before they become critical, and confident coordinating contractors and stakeholders.

Strong attention to detail, budgeting and documentation skills are required.

Experience managing an office move involving multiple floors, shophouses or older buildings would be advantageous.

Desired Outcome of Project

The project will be considered successful when

2. The Race Course Road office is safe, operational and ready for employees on the agreed date,
4. The physical relocation is completed with minimal disruption,
6. Critical IT and workplace systems are operational,
8. Assets and confidential materials are accounted for,
10. The project remains within the approved budget,
12. The Dover Crescent premises are handed back according to the agreed requirements.