Administrative Assistant - Facility Management

Key Responsibilities:

• Conduct thorough housekeeping inspection twice a day in our office premises including offices areas, restrooms, meeting rooms, and common areas ensuring the cleanliness, hygiene, and orderliness is consistent with company standard.

• Inspect repair and maintenance work, including electrical, plumbing, air conditioning, carpentry, and general office facilities, to ensure facilities are operating in good order and in compliance with safety standards.

• Identify deficiencies, damages, or safety hazards related to both housekeeping and maintenance work.

• Monitor and report any inspection findings, maintenance, cleaning, or safety issues and recommend corrective actions to the Site IC or Facility Managers promptly for timely resolution.

• Coordinate with users, building management office, maintenance personnel, vendors, or contractors to ensure timely and effective resolution of identified issues.

• Maintain detailed records and inspection reports of housekeeping quality and maintenance status.

• Assist in scheduling and prioritizing maintenance requests based on urgency and impact.

• Handle ad-hoc tasks and special facility related tasks as requested.

• Support the procurement process by preparing purchase requests, sourcing supplies, and coordinating with vendors as directed.

• Process payments and maintain accurate records in the company’s procurement and payment system following established policies.

• Support periodic audits and contribute to continuous improvement initiatives related to facility management.

Required Qualifications and Skills:

• HKCEE / HKDSE education or above; Diploma or above in Facility Management, Property Management, or a related discipline would be an advantage.
• Minimum of 2 years’ relevant work experience in facility management, housekeeping supervision, maintenance inspection, or related roles.
• Good understanding of housekeeping standards and repair and maintenance processes.
• Basic technical knowledge in general maintenance areas such as electrical, plumbing, air conditioning, and carpentry is an advantage.
• Attention to detail, organised, and with good problem-solving skills.
• Effective communication and interpersonal skills to interact with staff, contractors, and management.
• Ability to work independently, prioritize tasks, and take initiatives, as well as working as a team.
• Proficient in using inspection checklists, reporting tools, and basic IT applications.

Working Conditions:

• Primarily office-based with frequent movements around /between office premises to conduct inspections and works as directed.
• Interaction with multiple teams, vendors, and contractors.
• Flexible working hours may be required to oversee after-hours maintenance activities.