Para Site Hiring! Full Time Operations Coordinator [Deadline: 25 September 2026] in Hong Kong - Ricebowl

The Operations Coordinator supports Para Site’s day-to-day fundraising administration, donor and patron relations, events, and organisational operations. The role provides accurate and responsive administrative support across individual giving, grants, corporate sponsorship, patron programmes and major fundraising events. It also contributes to the effective running of Para Site’s office, public-facing activities, and internal administrative systems.

This is a hands‑on role requiring strong organisation, careful record keeping, and the ability to coordinate multiple tasks and deadlines as part of a collaborative team structure.

The appointment will be made on a one‑year fixed‑term contract with the possibility of renewal subject to mutual agreement.

Provide administrative support for donor cultivation and patron programmes including venue booking, guest list management, event coordination, liaising with artists, making travel arrangements and archiving

Provide support to the smooth execution of the Annual Gala and Benefit Auction from start to finish.

Provide frontline services to donors, related to donation transactions, information updates, donation receipts, and other kinds of enquiry. Work closely with the Communications Manager for patron newsletters, programme booklets.

Support and conduct in depth compliance research on prospective individual, corporate, foundation, trust and corporate prospects.

Regularly manage constituent databases and contact mailing lists on fundraising platforms.

Handle issuance and mailing of official receipts and thank you letters.

Process incoming donations (online, check, wire transfers) and reconcile records with the finance team.

Ensure timely and accurate filing of agreements, donation proofs, reports, correspondence with donors and funders.

Research, compile, and draft preliminary grant applications and reports under the supervision of the senior management team.

Ensure project deliverables and reporting deadlines are met.

Support day-to-day administration and facility operation at Para Site.

Help replenish and manage office supplies, generic email inboxes, main phone lines, and physical/digital filing systems.

Monitor local gallery, art institution, and museum outlets for exhibition opening information and inform the team.

With the supervision of the Leadership team, coordinate the accommodation, travel, visa, and hospitality matters for visiting artists, curators, and special guests.

Assist with scheduling meetings, calendar maintenance, and minutes taking at team meetings and external project meetings.

Assist with invoice processing, tracking receipts, light bookkeeping preparation, and vendor communication.

Manage executive calendars and meeting coordination for the Executive Director, including scheduling, logistics, and bookings.

Other tasks assigned by the line manager

Maintain daily gallery operation and manage front-of-house helpers during weekends and when there are public programmes or events

Support shift scheduling and assignment of work duties to interns and casual helpers to meet operational demands

Support the management of PS shop, including inventory management, maintaining accurate inventory and sales records, and overall presentation across online and offline channels.

Bachelor’s degree in the arts, humanities, or related discipline

Proficiency in English and Cantonese; Mandarin is a plus

At least 2 years of work experience in events operations and administration, preferably at a non‑profit cultural organisation; experience in fundraising and/or cultural events is a plus

Excellent communications skills

Ability to engage confidently and professionally with visitors and donors

Strong administrative, organisational, and time management skills with attention to detail and accuracy

Strong IT skills and good numeric skills, proficiency in Excel and CRM management is desirable

Confidentiality

Secure handling of donor and payment information

Compliance with Para Site’s privacy and records-management policies