Senior Manager - Facilities

The Canadian International School of Hong Kong is looking for a Senior Manager - Facilities.

Reporting to the Director of Business Administration, the Senior Manager – Facilities is responsible for the operation, maintenance and security of the 40,000 square metres 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 metres. This includes performing the role of a multi-disciplinary supervisor over Facilities staff (5 FTEs) and external contractors (approximately 50 contracted staff) 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 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 and 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.

Required Qualifications & Experience:

• 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, prioritising, 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
• Strong customer service focus
• Excellent people skills and ability to interact with a a wide range of stakeholders
• Ability to analyse, 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

Application Procedures:

Please include a covering letter, a detailed résumé, expected salary, the names and contact information of three references and send to us by email.

Candidates should note, however, that in the event outstanding applicants are identified early for any of the above position, CDNIS reserves the right to make an appointment before the closing date (if applicable).   For this reason, it is important that interested candidates apply as soon as possible.

Successful candidates will be short-listed and will be contacted for interviews.

Safety is Our First Priority

CDNIS believes that every child has the right to grow up in a 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 is collected and used for recruitment purposes only.