Administrative Officer (Security Systems)

The Department

The Security, Integrity and Information Security Division (SIIS) aims to ensure the security and safety of stakeholders at the Club’s premises and events, to manage financial crime risk across the Club’s business lines, to proactively identify and manage threats to the integrity of racing, and to provide independent assurance and oversight of the Club’s cyber security and technology risk. The Division consists of Corporate Security, Racing Security & Integrity Assurance, Integrity & Financial Crime Risk, and Information Security Risk & Assurance.

The job holder shall be responsible for providing administrative support across various departments, ensuring the smooth and efficient operation of the administrative office. This includes coordinating communication, managing logistics, and delivering professional secretarial assistance in accordance with the Club's policies and standards. The job holder also involves supporting a range of projects and compliance functions, while also engaging with stakeholders through various programmes and events.

The Job

You will support the project management, repair, and maintenance of security system services, including the following responsibilities:

• Project Management
• Regular maintenance and proper filing of project-related documents, including:
• Tender documents
• Technical drawings
• Costing records
• Handover documents
• Repair & Maintenance (R&M)
• Asset Management
• Asset Record:
• Input/Register records of new assets after project completion
• Regular update the records of existing fixed asset, over 3,500 items as at end of 2024, in the Enterprise Asset Management (EAM) System
• Inventory Management:
• Assist with procurement processes, including maintaining records related to invoices, contracts, and purchasing documentation.
• Conduct regular stock takes of spare security equipment
• Handle disposal of obsolete items
• Faults Management
• Monitor and cross-check fault records:
• Verify fault records from on-site contractor reports
• Cross-check and update fault records in the internal system (SIMS)
• Daily System Reports
• Prepare summaries of daily system health reports from the on-site contractor for early issue detection:
• Access control system CEM
• CCTV Genetec
• Goods Receipt Notes (GRN)
• Handle documentation for received goods:
• Quotations
• Testing & Commissioning (T&C) reports
• Photocopy/scan and file relevant documents
• Preventive Maintenance
• Assist preparation, on-site monitoring and reports filing
• Input results into the PM record database.
• Other Duties
• Undertake other duties as assigned by Manager

About You

You should have

• A diploma or above
• Minimum of 2 to 5 years of relevant experience in administrative support or a similar role, preferably within sizable organizations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Chinese Word Processing.
• Strong command of written and spoken English and Chinese.
• A customer centric mindset with commitment to deliver quality service.
• Self-motivation and adaptability to a service-oriented environment.
• Excellent communication, problem-solving, and interpersonal skills as well as a collaborative spirit.
• Strong organizational skills, a sense of responsibility, and the ability to work independently with initiative.

Terms of Employment

The level of appointment will be commensurate with qualification and experience.

How to Apply

Please submit your resume with expected salary by clicking the Apply Now button.

We are an equal opportunity employer. Personal data provided by job applicants will be used strictly in accordance with the Club's notice to employees and prospective employees relating to the Personal Data (Privacy) Ordinance. A copy of which will be provided immediately upon request.