Administrative Assistant - Facility Management

PwC; Hong Kong; On-site; HKD 180,000 - 240,000; Full time

Job summary

PwC Hong Kong is seeking an Administrative Assistant - Facility Management to support daily inspection and upkeep of office premises, coordinate with vendors and contractors, and ensure safety and cleanliness.

Responsibilities include conducting housekeeping inspections, overseeing repairs, maintaining records, prioritizing maintenance tasks, and assisting procurement and payments in line with company policies.

Qualifications

• 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 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, prioritise tasks, and take initiatives, as well as working as a team.
• Proficient in using inspection checklists, reporting tools, and basic IT applications.

Responsibilities

• Conduct housekeeping inspections twice a day across offices, restrooms, meeting rooms, and common areas.
• Inspect repair and maintenance work to ensure facilities are in good order and safe.
• Identify deficiencies, damages, or safety hazards related to housekeeping and maintenance.
• Monitor, report findings, and recommend corrective actions to Site IC or Facility Managers.
• Coordinate with users, building management, vendors, or contractors for timely resolution.
• Maintain records and inspection reports of housekeeping quality and maintenance status.
• Assist in scheduling and prioritizing maintenance requests by urgency and impact.
• Handle ad-hoc facility tasks and support procurement processes by preparing purchase requests and coordinating with vendors.
• Process payments and maintain records in procurement and payment systems.
• Support audits and contribute to continuous improvement in facility management.

Skills

Attention to detail

Organised

Problem solving

Communication skills

Teamwork

Independent work

Inspection checklists

Reporting tools

Basic IT applications

Education

HKCEE/HKDSE or above; Diploma or above in Facility Management or related discipline

Job description

Administrative Assistant - Facility Management

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.