Head Administration and Facilities Manager

Job Title: Administration and Facilities Manager (AFM)

Department: Head Office - Operation

Reports To: Chief Operating Officer (COO)

Responsibilities and Duties:

Administrative Leadership and Support:

• Develop and implement administrative policies, procedures, and systems to enhance efficiency and streamline operations.
• Manage office supplies, procurement processes (through the Head of Procurement), and inventory control.
• Oversee administrative staff, providing supervision, training, and performance management.
• Manage SCHOOL's records and information management systems, ensuring compliance with data privacy regulations.
• Handle correspondence, mail distribution, and communication with stakeholders.

Facilities Management:

• Oversee the maintenance and upkeep of SCHOOL's facilities, including classrooms, offices, common areas, and outdoor spaces.
• Supervise facilities staff (through Unit Heads), providing guidance and performance management.
• Manage routine maintenance schedules, repairs, and renovation projects (coordinating with Unit Heads).
• Develop and implement sustainable practices and energy conservation initiatives.
• Ensure compliance with building codes, health and safety regulations.

Campus Operations and Security:

• Manage SCHOOL's transportation logistics through the Head of School Bus Unit, including routes and schedules.
• Oversee campus security protocols (through the Head of Security and Facilities), implement access control measures, and coordinate with external security providers.
• Develop and implement emergency preparedness and crisis management plans.

Vendor and Contract Management:

• Manage relationships with vendors and contractors for facilities services, office supplies, and other operational needs.
• Negotiate contracts and service agreements, ensuring cost-effectiveness and quality of service.

Budgeting and Financial Management:

• Collaborate with the COO and Director of Finance to develop and manage budgets for administrative and facilities operations.
• Track expenditures, ensure adherence to budgets, and identify cost-saving opportunities.

General Support:

• Provide additional operational and administrative support as needed to achieve SCHOOL's strategic goals.
• Assist with special projects and initiatives as directed.
• Undertake other tasks as assigned to support the mission and goals of SCHOOL.*