Officer, Property Services is responsible for the effective management of one or more of the following systems/areas, ensuring that all Property Services Documentations and Records are kept up-to-date and properly stored in an assigned Server/Hard Drive/Backup system and/or manual filing systems:

Property Services Documents Warehouse

Ensure all required information/documents (either hardcopies or softcopies) are only accessed and delivered to any staff/members or outside parties who are being authorized for having such information/documents. Basic knowledge on Building Services is a pre-requisite for this area.

Property Services Administration Systems

Include but not limited to Property Services Helpdesk Management systems (such as Maximo, e-connect, e-engineering and/or any other applicable systems), i-Trak, Virtual Roster, Time Management, Manager self-service system, Property Services Employees Voting System, Taleo system, SWS, HR systems (AX) and any other IT related systems. Working knowledge in one or more of these systems is an added advantage.

Property Services Quality Management Program

Be an alternate representative from Property Services in the Melco Workplace Health and Safety Committee and Melco Environmental Management Committee. In addition, he/she will manage Property Services Internal Audits Program and coordinate Property Services Internal and External Training Programs. Working knowledge in Environmental Management of ISO-14001 is definitely an added advantage.

PRIMARY RESPONSIBILITIES:

Property Services Document Warehouse:

• Setup and maintain up-to-date documents filing systems, including indexing (categorized by building services and main plant/systems) all documents for the entire Business Units
• Setup and control the access rights and delivery rights (printing, local saving) of any document retrieved from the system are being authorized by respective Managers
• Setup and maintain all operating licences up-to-date and ensure that all licences are valid within a specified period. Track dates for all licences renewal at least four to six weeks before expired
• Assist Managers in day-to-day Property Services Workings Management Reports. Also, he/she has to prepare monthly details reports with full analysis of all Works Order, Labour Usage and Materials consumption
• Assist Managers for keeping and storing all Maintenance Service Reports after reviews and comments

Property Services Administration Systems:

1. Setup and acts as a System Administrator and coordinate with systems owners for all access control, system maintenance and upgrade for the following Property Services Administration Systems:

• Property Services CMMS – Maximo, E-engineering, E-connect
• Property Services Human Resources related system – AX, Virtual Roster and Time Manager, Taleo, Manager self-service system
• Property Services Best Employees Voting System
• Property Services Finance related systems – SWS PR system,
• Other IT related system – I-Trak and others

2. Setup and maintain up-to-date Property Services Staff Access authorization

3. Acts as an Administrator/Scheduler and input, update and upkeep all records/files, and ensure reports are generated and sent to appropriate recipients within specified timeline, especially fortnightly payroll reports

4. Closely work with Human Resources Partner, Human Resources systems team and IT team for effective management of all Application systems

5. Assist Managers to update, input all required information/data in time and deliver reports to Managers for reviews on a regular basis

Property Services Quality Management Program:

• Setup and maintain Property Services Internal Audits systems with agreement with superiors on all Key Performance Indicators (KPI) and method of measuring the KPI. Conduct site inspection and audits per agreed plan and follow up with all irregularities or not compliance as a result of the audit
• Be an alternate representative of the Property Services Division in Melco Workplace Health and Safety Committee and follow up with all Managers relevant actions plans coming out from the committee meeting. Ensure all Property Services staffs follow the Standard Operating Procedures and Policies & Procedures as laid down by the Committee, especially in Property Services workplace and workshops
• Be an alternate representative from the Property Services Division in Melco Environment Management Committee and follow up with all required actions plans from the Committee. Ensure all Property Services staffs follow good environmental practices in their daily routine works
• Coordinate with all Managers and Learning Academy for all internal skills development and management courses. Provide a schedule for Property Services training and retraining by means of their liaison with external training agencies for all approved external training programs including but not limit to Training, Conference, Symposium and Exhibition
• Assist superiors in organizing, coordinating and maintaining the IEQ program, ISO 14001 certification and other Award systems. Produce various reports and required documents for review and follow up actions

General Administration:

• Assist in the development and implementation of quality, training, health and safety, finance and administration applications
• Assist in general office administration to support operations
• Document, manage and maintain all operational materials, documents and records
• Review and update all operations manuals, Policies & Procedures, Standard Operating Procedures, forms etc., so as to ensure quality standards are always maintained
• Assist in the on-going development and implementation of Property Services Policies & Procedures, Standard Operating Procedures and Quality Control Documents. Update changes and amendments as instructed
• Learn and use all Property Services Administration Application systems as directed
• Any other duties & responsibilities requested & assigned from his/her supervisor/management from time to time to suit the latest business needs

QUALIFICATIONS:

Experience:

• 2 - 3 years working experience as clerical support, preferably from a 5-star hotel property or mega mixed-use commercial property as Engineering Coordinator, with direct works related to Engineering Information Systems, Quality Management, Health and Safety, Administration Supports and/or Engineering Finance systems.

Education:

• Diploma or Advance Diploma in Environmental Management, Building Service, Building Science or other rated disciplines, or equivalent professional training
• Candidates without related certificates but with solid experience will also be considered

Skills/Competencies:

• Good command in both written and spoken Cantonese/Mandarin/English
• Working knowledge in compu8er skills and use of all MS Office applications, including Outlook and PowerPoint presentation
• Working Knowledge in using CMMS in Engineering Maintenance and Service Requests, Engineering Quality Management and Workplace Health and Safety programs Building Service and mechanical & electrical systems
• Understanding of IOS- 14001 certification and other certifications
• Ability to lead the team to achieve KPI and goals/ objectives
• Excellent interpersonal/presentation skills are required to communicate clear information with all levels of staff internally and externally
• Positive “Can Do” Attitude and a great team player
• Independent and able to work with minimal supervision
• Ability to work under pressure and meet deadlines
• Ability to work on overtime when needed
• Ability to work on flexible shift including overnight, weekends and holiday on rotation basis
• Good health, physically fit and excellence in personal grooming and presentation