Senior Project and Facilities Coordinator/ Assistant Project and Facilities Manager

We are seeking an senior project and facilities coordinator (SPFC)/ assistant project and facilities manager (APFM) to join the team. The successful candidate will be responsible for the integrated day-to-day management and successful delivery of major capital projects and asset enhancement projects, as well as the holistic facilities management of campuses, with a dedicated focus on implementing effective preventive and corrective maintenance strategies to ensure optimal functionality and lasting durability of all assets. Responsibility Assist in initial and ongoing consultation with end-users and among in-house project team members, consultants and contractors, providing technical advice to the end-users and developing project brief documents clearly articulating the key objectives and scope of the projects. Assist in planning and implementing capital projects, alteration & addition works and renovation projects assigned to achieve time, cost and quality objectives in accordance with ESF standards and applicable statutory requirements. Assist in coordinating technical design development process by coordinating and collaborating input from in-house Functional Support Team and/or multi-disciplinary consultants to produce high quality designs in accordance with ESF Design Standards. Undertaking day to day management and coordination with in- house Functional Support Team, multi-disciplinary consultants, contractors, schools and government authorities where appropriate throughout all project phases. Assist in internal coordination of matters related to projects and facilities management such as health, safety & sustainability, education, human resources, finance, communication and admissions. Assist in site supervision for assigned projects and maintenance works, monitoring and inspecting the quality of workmanship of contractors. Assist in managing material and work quality inspection / testing and commissioning processes in conjunction with in-house Functional Support Team, external consultants and contractors to ensure the works delivered are of good quality. Assist in managing procurement and tendering processes for appointing multi-disciplinary consultants and contractors. Assist in assessing and recommending progress payments for consultants and contractors. Prepare and provide regular status reports and presentations to the Manager and the Senior Manager. Assist in maintaining complete set of on-site records for effective cost control and for final account purposes. Assist in managing project close-out from the owner’s perspective, including managing the handover / snagging process and ensuring full set of as-built drawings / O&M manuals / warranty documentation are in place and in order. Develop, implement and manage comprehensive preventive and routine maintenance plans for all assets within the campuses to maximise their lifespan, ensure operational continuity and mitigate potential failures. Efficiently manage all corrective and reactive maintenance activities, promptly addressing breakdowns and urgent repairs to minimise downtime and disruptions to school operations. Oversee the maintenance and repair of all building services systems and building elements. Assist in developing and implementing capital projects master plan for campus enhancement and expansion. Coordinate with school staff and stakeholders to understand facilities needs and prioritise maintenance and project activities. Conduct regular inspections of facilities to identify maintenance needs and ensure compliance with safety and operational standards. Attend meetings as necessary and produce notes / minutes for record purposes. To perform other duties and assume accountabilities as apparent or as delegated Minimum typical education Bachelor’s degree in a related field or relevant technical subject Minimum typical experience 5 to 7 years of relevant Post-Graduate experience for SPFC 3 to 7 years of relevant Post-Graduate experience for APFM Candidates with less experience may be considered by the APFM position. Requirement Abilities Ability to work under pressure and meet aggressive deadlines Application of project and maintenance management techniques Ability to follow established standards Ability to manage crises and recommend an emergency plan Fluency in oral, written English, Cantonese (desirable) Excellent interpersonal skills Excellent organisational skills Knowledge Applies good understanding of HKSAR building codes and standards. Applies good knowledge of construction practice and safety rules. Applied good knowledge of procurement and tendering processes. Applies good understanding of building contract administration. Applies good understanding of facilities management best practices, including preventive and corrective maintenance. Applies good planning and management skills. Core Soft / Transferable Competencies required Collaboration with project and operation stakeholders Written and verbal communication skills Well organised and detail oriented Work standards / quality awareness Problem-solving skills Follow-up and close out issues Applicants must be a permanent Hong Kong resident or possess a valid visa to work in Hong Kong. For enquiries, please contact Karen Ng @ 37622653 or Email: Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date. We strongly recommend early applications as we reserve the right to appoint candidates earlier than the closing date. By applying for this position, your application may be considered for other opportunities (senior-level roles, head of department, etc.) within ESF. ESF is an Equal Opportunities Employer The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations. Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request. ESF is dedicated to ensuring the safety and well-being of all students in our care and expects all applicants to uphold this commitment. We adhere to rigorous recruitment practices, with all appointments contingent upon an interview, identity verification, criminal background checks (including ICPC, SCRC, and other international background checks as appropriate), assessment of social media presence, and positive references. In accordance with the Keeping Children Safe in Education (KCSIE) 2025 guidelines, ESF may perform online checks for all shortlisted candidates prior to the interview. About Us The English Schools Foundation (ESF) is the largest English-medium international school organisation in Hong Kong. Our 22 schools and comprehensive programme of extra-curricular activities bring out the best in every student through a personalised approach to learning and by inspiring curious minds. There are over 18,000 students from 75 different nationalities in ESF kindergartens, primary, secondary and all-through schools. About the Team The English Schools Foundation (ESF) is a modern, well-managed educational organisation, committed to offering an international education to students drawn from over 70 countries. We are proud to be at the forefront of the educational hub in Hong Kong. We actively take advantage of the opportunities that Hong Kong offers as Asia’s world city and the principal gate-way to China. The curriculum, leading to the International Baccalaureate, is adapted to Hong Kong, and the Asia Pacific region. ESF’s 1,100 teachers are highly qualified bringing with them experience from Australia, Canada, New Zealand, the United States, the UK and many other international school systems. All schools offer a broad range of out-of-school activities in Hong Kong and overseas. ESF has over 18,000 students. Our culture is one of joy in learning and pride in achievement. The great majority of our students study for the IB Diploma and gain entry to universities all over the world. ESF has a long-standing commitment to children with individual needs and is the principal provider for English-speaking children with special educational needs in Hong Kong. For further details about ESF, please visit our website at .