Operations Coordinator [Deadline: 25 September 2026]

Para Site; Hong Kong; On-site; HKD 260,000 - 420,000; Full time

Job summary

Para Site in Hong Kong is seeking an Operations Coordinator to support fundraising administration, donor and patron relations, events, and day-to-day operations. The role requires meticulous record keeping, strong organisation, and the ability to coordinate multiple tasks within a collaborative team; the appointment is a one-year fixed-term contract with potential renewal.

Key duties include managing donor communications, coordinating gala events, supporting grants and sponsorships, and

Qualifications

• Bachelor’s degree in the arts, humanities, or related discipline.
• At least 2 years of work experience in events operations and administration, preferably at a non‑profit cultural organisation.
• Experience in fundraising and/or cultural events is a plus.
• Strong communications, organisational and numerical skills; proficient in Excel and CRM management.

Responsibilities

• Provide administrative support for donor cultivation and patron programmes including venue booking, guest list management, event coordination, liaising with artists, making travel arrangements and archiving.
• Provide support to the smooth execution of the Annual Gala and Benefit Auction from start to finish.
• Provide frontline services to donors, related to donation transactions, information updates, donation receipts, and other kinds of enquiry.
• Work closely with the Communications Manager for patron newsletters, programme booklets.
• Research, compile, and draft preliminary grant applications and reports under the supervision of the senior management team.
• Assist with invoice processing, tracking receipts, light bookkeeping preparation, and vendor communication.
• Coordinate accommodation, travel, visa, and hospitality matters for visiting artists, curators, and special guests.
• Assist with scheduling meetings, calendar maintenance, and minutes taking at team meetings and external project meetings.
• Manage constituent databases and contact mailing lists on fundraising platforms.
• Process incoming donations and reconcile records with the finance team.
• Ensure timely and accurate filing of agreements, donation proofs, reports, correspondence with donors and funders.
• Maintain daily gallery operation and manage front-of-house helpers during weekends and public programmes.
• Support shift scheduling and assignment of work duties to interns and casual helpers.
• Support the PS shop, including inventory management, maintaining accurate inventory and sales records.
• The role includes ensuring confidentiality and secure handling of donor information.

Skills

Excellent communications

Administrative skills

Time management

IT skills

Excel

CRM management

Education

Bachelor’s degree in the arts, humanities, or related discipline

Tools

Excel

CRM management

Job description

Operations Coordinator [Deadline: 25 September 2026]

The Operations Coordinator supports Para Site’s day-to-day fundraising administration, donor and patron relations, events, and organisational operations. The role provides accurate and responsive administrative support across individual giving, grants, corporate sponsorship, patron programmes and major fundraising events. It also contributes to the effective running of Para Site’s office, public-facing activities, and internal administrative systems.

This is a hands‑on role requiring strong organisation, careful record keeping, and the ability to coordinate multiple tasks and deadlines as part of a collaborative team structure.

The appointment will be made on a one‑year fixed‑term contract with the possibility of renewal subject to mutual agreement.

Event production and management:

Provide administrative support for donor cultivation and patron programmes including venue booking, guest list management, event coordination, liaising with artists, making travel arrangements and archiving

Provide support to the smooth execution of the Annual Gala and Benefit Auction from start to finish.

Patron Relations & Communications:

Provide frontline services to donors, related to donation transactions, information updates, donation receipts, and other kinds of enquiry. Work closely with the Communications Manager for patron newsletters, programme booklets.

Support and conduct in depth compliance research on prospective individual, corporate, foundation, trust and corporate prospects.

Database & administrative support:

Regularly manage constituent databases and contact mailing lists on fundraising platforms.

Handle issuance and mailing of official receipts and thank you letters.

Process incoming donations (online, check, wire transfers) and reconcile records with the finance team.

Ensure timely and accurate filing of agreements, donation proofs, reports, correspondence with donors and funders.

Grant writing and sponsorships support:

Research, compile, and draft preliminary grant applications and reports under the supervision of the senior management team.

Ensure project deliverables and reporting deadlines are met.

Operations

General Operations:

Support day-to-day administration and facility operation at Para Site.

Help replenish and manage office supplies, generic email inboxes, main phone lines, and physical/digital filing systems.

Monitor local gallery, art institution, and museum outlets for exhibition opening information and inform the team.

With the supervision of the Leadership team, coordinate the accommodation, travel, visa, and hospitality matters for visiting artists, curators, and special guests.

Assist with scheduling meetings, calendar maintenance, and minutes taking at team meetings and external project meetings.

Assist with invoice processing, tracking receipts, light bookkeeping preparation, and vendor communication.

Manage executive calendars and meeting coordination for the Executive Director, including scheduling, logistics, and bookings.

Other tasks assigned by the line manager

Gallery Maintenance and Front-of-House Coordination:

Maintain daily gallery operation and manage front-of-house helpers during weekends and when there are public programmes or events

Support shift scheduling and assignment of work duties to interns and casual helpers to meet operational demands

Support the management of PS shop, including inventory management, maintaining accurate inventory and sales records, and overall presentation across online and offline channels.

Bachelor’s degree in the arts, humanities, or related discipline

Proficiency in English and Cantonese; Mandarin is a plus

At least 2 years of work experience in events operations and administration, preferably at a non‑profit cultural organisation; experience in fundraising and/or cultural events is a plus

Excellent communications skills

Ability to engage confidently and professionally with visitors and donors

Strong administrative, organisational, and time management skills with attention to detail and accuracy

Strong IT skills and good numeric skills, proficiency in Excel and CRM management is desirable

The role must fulfil the following working practices:

Confidentiality

Secure handling of donor and payment information

Compliance with Para Site’s privacy and records-management policies