Assistant Facilities Officer - West Island School

West Island School (WIS) is seeking a full-time Assistant Facilities Officer (AFO) to start immediately.  This is a permanent position with leave, medical and MPF benefits.

ROLE SUMMARY

Responsible for managing daily operations, including handling different facilities related issues, managing internal and external venue booking requests and relating logistical requirements, while ensuring compliance with organization policy and safety regulations. This role also supports the management of staff dynamics

RESPONSIBILITIES:

Operational:

• Manage daily repairs, maintenance, and operations issues, ensuring prompt logging, reporting, and communication with external contractors and headquarters.
• Oversee internal and external venue booking processes, ensuring all logistical arrangements are executed seamlessly.
• Maintain a complete record of external hiring income and support the finance department with rental tax reporting.
• Ensure external hiring processes comply with organizational policies.
• Assist with event and activity setups, including the movement, placement, and installation of furniture, stages, and other equipment as needed.
• Serve as primary contact for all matters related to the school’s site and facilities.
• Coordinate site arrangements for all approved school and non-school events
• Conduct regular inspections and audits to ensure compliance with health and safety regulations.
• Manage asset stock, including procurement and disposal processes.
• Place orders for cleaning supplies and other facility-related materials, ensuring adequate stock levels and cost-effective purchasing. 
• Be available for occasional ad hoc facilities issues during non-school hours, including but not limited to responding to bad weather situations and external hiring inquiries to ensure smooth operations.

Planning:

• Support the Facilities Manager with document preparation and stakeholder communication as needed.
• Develop and implement strategies for efficient resource allocation and facility usage.
• Foster a collaborative team environment by effectively addressing concerns, including job delegation and team dynamics.
• Ensure a sufficient stock of supplies for general operations, managing resources efficiently and cost-effectively.

Perform ad-hoc assignments as directed by management to achieve common goals.

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s degree or
• Secondary education with relevant experience in facilities management including planning & operations.
• Minimum 2 years of experience in operations, facilities, or property management, with the ability to adapt to a school environment.
• Relevant certification in Facilities Management, Property Management, or a related field is an advantage but not required.
• Hands-on experience in maintenance or practical problem-solving skills relevant to facilities management.

ABILITIES & KNOWLEDGE:

• Exceptional spoken and written communication skills in English, Cantonese, and Mandarin, with a knack for building relationships and managing people effectively
• Strong coordination abilities and comfort working with diverse parties under pressure and tight deadlines.
• Organized with excellent time management, problem-solving, and multitasking skills.
• Commitment to collaborative teamwork and service excellence.
• Basic knowledge of property assessment and maintenance processes.
• Understanding of procurement processes, including the management of purchase orders and ordering of supplies.
• Business acumen to identify opportunities for generating income through external hiring of facilities while effectively managing venue bookings for school-related events.
• Strong understanding of compliance with government regulations and school policies.
• Proficient in MS Word, Excel, and other Microsoft and Google applications.
• Excellent interpersonal, communication and organizational skills.
• A friendly manner in relation to staff and students is essential. 
• A good team player
• Ability to be flexible, prioritise workload, to work independently, to solve problems and use initiative.
• Ability to delegate and supervise while retaining high attention to detail.
• Customer service oriented.

Report to the Facilities Manager

Applicants must be permanent Hong Kong residents or possess a valid visa to work in Hong Kong.  

Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date.  We strongly recommend early applications as we reserve the right to appoint candidates earlier than the closing date.

By applying for this position, your application may be considered for other opportunities (senior-level roles, head of department, etc.) within ESF.