Administrative Officer (Security Systems, 1-Year Contract)

The Hong Kong Jockey Club

Founded in 1884, The Hong Kong Jockey Club (“the Club”) is a world-class racing club that acts continuously for the betterment of our society. The Club has a unique integrated business model, comprising racing and racecourse entertainment, a membership club, responsible sports wagering and lottery, and charities and community contribution. Through this model, the Club generates economic and social value for the community and supports the HKSAR Government in combatting illegal gambling.

The Division

The Security, Integrity and Information Security (SIIS) Division is responsible for the Club’s integrity by combatting criminality, corruption, and information security risks, including cyber security that may impact business. Through robust governance and proactive security measures, SIIS is dedicated to maintaining a secure environment and upholding uncompromising integrity across Club operations. 

Job Summary

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

• 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.

Apply Now!

We offer competitive salary and benefits packages, a dynamic working environment and development opportunities.

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Equal Opportunity and Inclusive Hiring

We are an equal opportunity employer and strive to create an inclusive workplace for all. Applicants from diverse backgrounds are welcomed to apply. If you have any special needs or require accommodations during the interview process, please e-mail us via careers@hkjc.org.hk.

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