Head of Facilities

Korean International School (KIS) is a private, independent school with an enrollment of over 800 students representing more than 30 nationalities. We offer a British-style academic education designed for the English-speaking community in Hong Kong.

Position Overview

The Head of Facilities is responsible for the comprehensive management, maintenance, safety, and strategic development of the school’s physical environment, including buildings, grounds, sporting facilities, and related infrastructure. The role ensures the campus operates safely, efficiently, and in full compliance with all legal and regulatory requirements. The post-holder will liaise with internal teams, external contractors, and government agencies to deliver high-quality facilities services, oversee preventative maintenance, lead facility development planning, and support the school’s educational and community activities.

Key Responsibilities

Facilities Management and Maintenance

· Develop and maintain short-, medium-, and long-term plans to sustain and enhance the campus and all its resources.

· Conduct regular on-campus assessments to identify maintenance needs and opportunities for improvement.

· Develop a comprehensive Facilities Development Plan Roadmap (similar to 4-5 year plans used by other schools) to facilitate proactive internal planning and smoother approval processes with the Lands Department and other government bodies.

· Oversee day-to-day maintenance, repair, and upkeep of all school buildings, grounds, playing spaces, and equipment, ensuring a safe, clean, and fully operational environment.

· Develop, implement, and monitor preventative maintenance programmes to minimise downtime and extend the lifespan of facilities and equipment, including HVAC, electrical, plumbing, and structural systems.

· Manage janitorial, landscaping, waste management, and cleaning services to maintain high standards of cleanliness and presentation.

· Ensure all facilities are secure, managing locks, access control systems, and perimeter security.

Health, Safety, and Compliance

· Ensure full compliance with all applicable health, safety, environmental, fire, and building regulations, codes, and legislation, conducting regular risk assessments and implementing appropriate controls.

· Develop and maintain emergency response plans, including fire evacuations, lockdowns, medical emergencies, and other potential incidents.

· Organise and conduct regular fire drills, intruder drills, and other safety exercises to ensure staff and students are well prepared for emergencies.

· Manage and maintain all fire safety equipment, including alarms, extinguishers, and sprinkler systems, ensuring regular testing and servicing.

· Act as the school’s primary point of contact for health and safety matters, liaising with local authorities, regulatory bodies, and emergency services as required.

· Ensure compliance with asbestos management, water hygiene (Legionella), and other environmental hazards.

Renovations and Capital Projects

· Plan, coordinate, and supervise refurbishment, renovation, and construction projects from inception to completion.

· Develop project scopes, budgets, and timelines, ensuring delivery on time, within budget, and to required quality standards.

· Act as the primary liaison for architects, contractors, suppliers, and government agencies to secure necessary approvals and maintain effective communication.

· Conduct regular site inspections to monitor progress, ensure safety compliance, and resolve issues promptly.

Vendor and Contract Management

· Source, negotiate, and manage contracts with external suppliers and service providers, including security, cleaning, grounds maintenance, catering, and specialist contractors.

· Monitor vendor performance and compliance with contractual obligations and service level agreements.

· Manage procurement of facilities-related goods, materials, and equipment, ensuring value for money, quality, and adherence to school policies.

Team Leadership and Staff Management

· Lead, supervise, and support the facilities team, including maintenance staff, groundskeepers, cleaning personnel, and security staff.

· Oversee staff training, development, performance management, and scheduling to maximise efficiency and service quality.

· Foster a positive, collaborative working environment within the facilities team and across the school community.

Administrative and Financial Duties

· Maintain accurate records of maintenance activities, inspections, work orders, health and safety checks, and regulatory compliance.

· Prepare, manage, and monitor the facilities budget, including forecasting, expenditure control, and financial reporting.

· Provide regular reports on facilities status, projects, compliance, and budget performance to senior leadership.

Sporting Facilities Management

· Oversee the maintenance and upkeep of all sporting facilities, including playing fields, sports halls, gyms, swimming pools, and associated equipment.

· Ensure sporting facilities are safe, well-maintained, and fit for purpose, coordinating with sports staff and external providers as necessary.

· Manage scheduling and allocation of sporting facilities for school activities, events, and external lettings.

Proactive Issue Management

· Proactively identify, document, and address areas of neglect or concern across the campus, as highlighted during recent studies and ongoing assessments.

· Develop and implement action plans to resolve issues promptly, rather than relying on others to report problems.

General Responsibilities

· Act as a key member of the school’s leadership and operations team, contributing to strategic planning, policy development, and risk management.

· Maintain up-to-date knowledge of best practices, legislation, and technological advances in facilities management, health and safety, and environmental sustainability.

· Attend relevant training, seminars, and conferences to enhance professional skills and knowledge.

· Undertake any other duties commensurate with the role as reasonably requested by senior management to support the smooth operation and development of the school.

· Be a visible and proactive presence on campus, building positive relationships with staff, students, and visitors.

Education, Qualifications, and Experience

· A degree or diploma in Facilities Management, Building Services Engineering, Property Management, or a related field.

· Professional certification in facilities management is an advantage (e.g., Certified Facility Manager (CFM), Facility Management Professional (FMP), or equivalent).

· 5–8 years of relevant experience in facilities management, building operations, property management, or a similar role, preferably in an educational, corporate, or institutional environment.

· Proven experience managing teams, contractors, and vendors.

· Experience overseeing renovation, maintenance, or construction projects.

Technical Skills and Competencies

· Strong knowledge of building systems including HVAC, plumbing, electrical, fire safety, and security systems.

· Familiarity with Hong Kong building codes, environmental regulations, and compliance requirements (e.g., Fire Services Ordinance, Buildings Ordinance, Occupational Safety and Health Ordinance).

· Proficiency in facilities management software and tools for monitoring maintenance schedules, work orders, and asset management.

· Knowledge of sustainable practices and energy-efficient systems is an advantage.

Key Competencies

· Leadership and team management: ability to lead and motivate maintenance staff, custodians, and contractors.

· Strong decision-making and organisational skills to manage multiple priorities effectively.

· Budgeting and financial management: ability to prepare and manage operational budgets, monitor expenses, and negotiate contracts.

· Project management expertise: skilled in managing renovation, repair, and construction projects from start to finish, including managing timelines, budgets, and risks.

· Health, safety, and risk management: deep understanding of safety standards and ability to proactively identify and mitigate risks.

· Communication and interpersonal skills: strong verbal and written communication skills, with proficiency in English, Cantonese, and Korean to interact effectively with school staff, leadership, contractors, and regulatory bodies.

· Proactive, detail-oriented, and solution-focused mindset with strong analytical and problem-solving skills.

· Physical fitness and ability to perform hands-on inspections or assist in emergency situations.

· Flexibility to work outside regular hours for emergencies or school events.

Working Conditions

· Regular presence on campus is required, including physical activity such as site inspections and supervision of maintenance activities.

· Flexibility to respond to emergencies or urgent issues outside normal working hours may be necessary, including being on call.

· Other duties as required for the successful operation of the school.

How to Apply
Please send the application with a cover letter and a full resume that includes your current and expected salaries, as well as your notice period by clicking 'Apply Now'. Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date. Applicants who do not hear from us within four weeks should consider their applications unsuccessful. Data collected will be used for recruitment purpose only.

KIS is fully committed to providing equal employment opportunities and will not discriminate based on age, race, color, 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 treated with strict confidentiality and will be used for recruitment purposes only. Please note that only shortlisted candidates will be invited for interviews. Final employment is subject to pre-employment and child protection checks.

KIS is committed to safeguarding and promoting the welfare of children. We hold ourselves to high standards and undertake rigorous safer recruitment and pre-employment checks, with specific attention to child protection, for all applicants. All applicants must be willing to undergo child protection screening appropriate to the position, including employment history and reference checks, criminal record checks, and identity checks.