Facilities and Administration Coordinator

This Role:

Position Objective

To provide a high standard of facilities and administrative support to the school, in order to ensure the smooth operations of the school.

 

Reporting Line

  • Administratively responsible to the Capital Planning and Project Manager and School Office Manager who reports to the Principal at Norwegian International School.
  • Functionally responsible to the Generations Christian Education Facilities and Project Management Office (PMO) for major capital projects.

 

Responsibilities

A.     General Information

  • Two campuses nearby each other;
  • may need to work outside of office hours from time to time

 

B.      Capital Projects

  • Provide pro‐active assistance to the PMO in all aspects of major facilities projects (including renovations, A&A works, major repairs, and licensing-related activities); support any other ad-hoc projects/tasks and administration duties, etc. as assigned by PMO
  • Assist with various aspects of RFP/tender process as directed by PMO, including: including preparing documents and basic drawings/sketches; source contractors/vendors; document and explain project requirements to contractors/vendors; seek quotations; vendor evaluation; liaise with stakeholders
  • Coordinate arrangements and scheduling of projects/works and deliveries with contractors/vendors. Coordinate and monitor contractors/vendors to ensure works are carried out in a timely manner according to quality, cost, schedule and other requirements.
  • Assist with reviewing completed works for quality and adherence to requirements; follow-up on defects
  • Provide full spectrum of project administrative support to PMO, including correspondence; quotations; purchase requisitions; contract support; prepare, coordinate and attend meetings
  • Assist PMO to prepare and compile reports; maintain, update and file project information and records, etc.

C.      Repairs & Maintenance / Facilities Administration

Facilities-related Administration

  • Investigate facilities problems and complaints reported by staff and suggest best solutions; ensure staff requests are responded to in a timely manner
  • Conduct regular and ad hoc facilities inspections; identify R&M and health/safety issues; carry out appropriate remedial actions. Respond to facilities-related emergencies as needed, ensure they are rectified promptly
  • Coordinate repair and maintenance-related tasks, with proper planning, scheduling, and coordination with internal and external parties. Monitor the schedule, cost, progress, quality and other specifications of work performed by contractors, vendors, service providers to ensure tasks are executed as per requirements
  • Ensure all building services, including security system, fire service equipment, etc. are routinely tested and maintained and operated in good order. Work with PMO to ensure the school’s compliance with government required inspections and maintenance, such as for electrical systems, slopes, etc.
  • Help to prepare, update and maintain facilities-related files, logs, records. Prepare/update various routine and ad hoc reports
  • Provide administrative support related to correspondence, work requirements, basic drawings/sketches, requests for proposals, meetings, purchase requisitions , other documents
  • Any other ad-hoc tasks and duties as may be assigned

D.     Office/School Administration

  • Provide assistance in event coordination and administrative support for other activities (e.g. extra-curricular activities, after-school activities, school events, etc.) as required.
  • Work as a bus coordinator to support administration support between the school and the bus company. (e.g. getting an updated bus route schedule from the bus company, produce daily afternoon dismissal bus list for bus mothers, etc.)
  • Strong sourcing skills.
  • Take all necessary measures to ensure the school maintains a healthy and hygienic environment.
  • Oversee the maintenance of school equipment and maintain the up-to-date records.
  • Assist in the preparation of regularly scheduled reports.
  • Provide administration support to the Office Manager and PMO as required.

 

E.      Other duties as necessary and related

  • Perform ad hoc duties or projects as assigned by the Principal, Office Manager or PMO.

 

Organisational Relationships

  1. Internal Liaisons: Executive Director, Principal, Managers, teaching staff, non-teaching staff, operational supporting staff, students, parents, school community members.
  2. External Liaisons: Contractors, vendors, other schools, broader community members.

 

Accountability & Extent of Authority

The position holder must ensure that he/she operates in accordance with the specific objectives and strategies determined for the effective management of Generations and its Schools’ resources and that decisions made by the position holder are subject to review by the Chief Operating Officer or his/her delegate.

 

Requirements

  1. Experiences, Skills and Knowledge
  • At least two years relevant experience preferred in international schools
  • A good team player with excellent command of written and spoken English and Chinese preferred
  • Excellent computer knowledge in Microsoft Office, including Microsoft Word, Excel and Google Drive
  • Good interpersonal skills with strong sense of responsibility
  • Immediate availability is preferred
  1. Qualification
  • Diploma holder or above in facilities management, business administration or related discipline