Senior Manager, Facilities

Canadian International School Of Hong Kong; Hong Kong; On-site; HKD 900,000 - 1,300,000; Full time

Benefits offered by this job

13th-month pay

5 school holidays

Complimentary school bus service

Staff discounts at school canteen

Job summary

Canadian International School of Hong Kong invites applications for the role of Senior Manager, Facilities. This position oversees operation, maintenance and security of 40,000 square meters at the main campus and 13,500 square meters at THE SOUTHSIDE Mall campus, supervising Facilities staff and external contractors to ensure reliable service.

The role includes managing a sizeable annual budget, developing policies and procedures, maintaining safety standards, and coordinating with architects,

Qualifications

• Tertiary qualifications in Civil, Electrical or Mechanical Engineering, Facilities Management or related disciplines.
• Excellent communication, planning and multi-tasking skills.
• Strong supervisory experience and ability to coordinate with contractors.

Responsibilities

• Lead the Facilities Department and manage contracted/external contractors.
• Develop maintenance schedules for campus facilities on weekly, monthly and annual cycles.
• Ensure adherence to safety, regulatory and contract standards.

Skills

Communication skills

Prioritization

Planning

Multitasking

Supervisory ability

Bilingual English/Chinese

Education

Civil Engineering

Electrical Engineering

Mechanical Engineering

Facilities Management

Job description

Canadian International School of Hong Kong (CDNIS) is seeking applicants for the position of Senior Manager, Facilities. Reporting to the Head of Facilities, the Senior Manager, Facilities is responsible for the operation, maintenance and security of the 40,000 square meters floor space of the main campus of the Canadian International School of Hong Kong ("CDNIS"), and the sister campus at THE SOUTHSIDE Mall in Wong Chuk Hang which approximates 13,500 square meters. This includes performing the role of a multi-disciplinary supervisor over Facilities staff and external contractors in the performance of a variety of services including cleaning, security, and repair/maintenance (grounds; mechanical, electrical, fire safety and air conditioning systems; recycling; rubbish removal; stage/sound function setups).

The Senior Manager, Facilities is responsible for all Facilities administrative functions that include managing a sizeable annual budget. This includes maintaining the operational stability and safety of existing systems; developing and recommending policies, procedures and standards to further these objectives; working as a member of a team to ensure the timely resolution of general CDNIS Facilities requirements, in accordance with applicable regulations, ordinances, school policies and procedures, and identifying opportunities for greater operational efficiency and managing costs.

Duties & Responsibilities

Leads the Facilities Department and manages contracted / external contractors; prioritizes, schedules and assigns/ reallocates work and resources; approves or holds work requests pending further verification; provides technical advice, guidance and resolves escalated problems; monitors quality, quantity and adherence to established schedules and service level standards;

Develops general maintenance schedule for the campuses on a weekly, monthly and annual basis to incorporate preventive / predictive maintenance procedures

Develops and monitors achievement of service level standards of contracted / external contractors

Ensures Standard and Emergency Operating Procedures are up to date and followed; updates manuals to reflect current or amended regulations, ordinances, policies and procedures, ensures their distribution (to staff) and maintains master copies

Ensures inventory records for all services are up to date

Ability to drive projects with a sense of urgency and meeting deadlines

Liaises with architects and engineers re new construction/ renovations (including clarification on materials, use and installation) and liaises with site contractors re modifications/ alterations/ options; conducts cost-benefit analyses; provides recommendations to enhance operational efficiency and reduce construction and/or maintenance costs; estimates future maintenance and labour costs.

Identifies significant site problems requiring resolution; co-ordinates and monitors work of sub-contractors; confirms adherence to specifications and schedule; initiates appropriate inspections; performs interim and final inspections on behalf of CDNIS.

Compiles annual Facilities budget for approval, and tracks and updates the financial budget throughout the year

Forecasts annual project requirements; estimates infrastructure materials including installation and maintenance costs; sources products/price/suitability and availability; verifies receipt of goods and adherence to terms; approves all purchases and invoices within approved spending authority; monitors expenditures, identifies potential budget variances, revises and adjusts forecasts and prepares reports; provides information to assist in resource utilization and management decision making.

Prepares specifications, sources contractors/products/price/suitability and availability; obtains quotes, writes Requests For Proposals and evaluates; selects and recommends major contracts and approves minor contracts; monitors delivery and facilitates the resolution of vendor service level problems; recommends modifications to contracts as required to reflect revised specifications and best practice; obtains contractor records; prepares maintenance/repair/cost histories; analyses statistics and cost/benefits; identifies and recommends potential areas of savings; negotiates and recommends annual renewals, new terms or re-tendering.

Conducts regular meetings; identifies the need for additional resources and coordinates staff training; approves overtime and leave; develops selection criteria and participates in the panel staffing process; works with employees to establish annual goals and objectives; appraises staff and co-ordinates staff benefits.

Ability to embrace adoption of smart technologies to aid facilities management

Responds to and resolves off-hours and/or emergency requirements; performs minor repairs as required.

Performs a variety of administrative functions including maintaining various labour logs (e.g. weekly breakdowns, projects); monitoring general materials and shop equipment inventories and identifying requirements; recommending new or replacement equipment.

Ensures that the school premises are safe in line with all applicable legislation, including health and safety.

Oversee and inspects building services work carried out by contractors/sub-contractors to ensure the required quality is met including legislative and safety requirements

Provides a target highly responsive, supportive and helpful customer service culture.

Handles tender drawings and prepares related documents.

prepares the defect list for any irregularities and non-compliance during the building takeover period / completion of projects and assists the supervisor to follow up with the contractors until satisfactory completion.

Performs other comparable duties as assigned which are within the area of knowledge and skills required by the job description.

Professional Experience & Qualifications

Tertiary qualifications in Civil Electrical, Mechanical Engineering, Facilities Management or related disciplines

Minimum 8 years’ experience in the maintenance of large, complex facilities

Working knowledge of all disciplines involved in the construction industry

Working knowledge of the construction industry culture in Hong Kong

Working knowledge of all Hong Kong construction and industrial safety related regulations/ ordinances

Excellent communication, prioritizing, planning skills and adept at multi-tasking

Excellent supervisory ability with strong organizational, interpersonal and communication (oral and written) skills in both English and Chinese

Excellent people skills and ability to interact with a wide range of stakeholders

Ability to analyze, interpret and use judgment in the resolution of problems

Working knowledge of office procedures and standard office equipment including personal computers and office software

Knowledge of occupational safety requirements

Forward thinking, self-starter with ability to organize daily tasks, work independently and as a member of a team

What We Offer

• 13th-month pay
• 5 days of school holidays (in addition to annual leave)
• Complimentary school bus service (with shuttle routes conveniently passing through major MTR stations across Hong Kong Island and Kowloon)
• Staff discounts at the school canteen

Safety is Our First Priority

CDNIS believes that every child has the right to grow up in a healthy, safe, secure and supportive environment. As an institution CDNIS prioritises and promotes child protection above all else and adopts a strict zero tolerance policy towards the mistreatment or abuse of children.

CDNIS supports the International Task Force on Child Protection (ITFCP) Reports and Recommendations and we hold ourselves to a high standard of effective recruitment practices with specific attention to Child Protection.

As part of our safer recruitment procedures, CDNIS conducts pre-employment reference checks before confirming any appointment. Furthermore, CDNIS requests all successful candidates to undergo criminal record checks at their local police and/or Sexual Conviction Record Check (SCRC) in Hong Kong.

Personal data collected are for recruitment purpose only and will be used strictly in accordance with the employer's personal data policies. Please refer to the Canadian International School of Hong Kong Limited's Privacy Policy Statement at CDNIS Privacy Policy (https://www.cdnis.edu.hk/policies/privacy-policy).

Personal data of unsuccessful applicants will be retained for a maximum of 24 months from the date the vacancy has been filled.