Career Opportunities

Administrative Assistant I (holding the functional title of Assistant Director (Facilities Management))

Job Description:

The Assistant Director (Facilities Management) will oversee the facilities management of student housing at the University of Hong Kong, managed by the Centre of Development and Resources for Students (CEDARS) (Ref.: 530779). This role involves collaborating with residential operations managers to understand their needs, providing necessary support, and coordinating with service providers to ensure that facilities are well-maintained, safe, and meet the requirements of our student residents.

Key Responsibilities:

• Oversee all operations related to facilities, including repair, maintenance, cleaning, and venue management for student residential hostels.
• Analyze current service delivery and identify opportunities for more efficient and centralized approaches across residential clusters.
• Implement and manage integrated facilities management services.
• Collaborate with residential operations managers to address their facility management needs and concerns.
• Oversee the tendering and contract administration process for integrated facilities management, including preparing specifications, conducting evaluations, and managing negotiations.
• Coordinate with the integrated facilities management company to ensure high-quality service delivery, conducting regular inspections to identify maintenance needs and ensure compliance with safety regulations.
• Monitor contractor performance, service level agreements (SLAs), and key performance indicators (KPIs).
• Provide technical advice and support to residential operations managers on daily facilities issues, including maintenance planning and defect management.
• Prepare monthly management reports, maintain accurate records, and manage facility assets and service contracts.
• Respond to facilities-related emergencies and take appropriate action.
• Manage the facilities management budget, procurement, and financial reporting for residential facilities.
• Ensure that all standard and emergency operating procedures, as well as inventory records, are up to date.
• Oversee small renovation or refurbishment projects, including defect rectification.
• Liaise with internal stakeholders and external vendors to ensure effective service delivery and client satisfaction.

Requirements:

• Bachelor's degree in Facilities Management, Engineering, Surveying, or a related technical discipline; a higher degree is preferred.
• Over 10 years of relevant experience in a sizable organization, preferably in managing residential or student housing facilities.
• Proven experience in supporting facility managers or similar roles.
• Strong leadership, strategic thinking, and problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Fluent in written and spoken English and Chinese.
• Experience in project management, budgeting, and vendor management.
• Knowledge of facilities management operations, safety regulations, and maintenance best practices.
• Preferred: Experience managing a team of technical staff.

A highly competitive salary commensurate with qualifications and experience will be offered, in addition to annual leave and medical benefits.

The University only accepts online application for the above post.  Applicants should apply online and upload an up-to-date C.V. Review of applications will commence as soon as possible and continue until February 6, 2025, or until the post is filled, whichever is earlier.