Facilities Operation Manager

Job Description

Primary Purpose of JobTo maintain the school facilities to the best possible condition with regard to health, safety, security and cleanliness, and to oversee the operational efficiency of contracted support services security, cleaning staff & any other contracted staffKey RelationshipsPrincipal, Bursar/Operations Manager, Maintenance Team, School Finance and HR, External Contractors, Central Office Operations Department (facilities, procurement, transportation, housing, health & safety)Key Responsibilities:Staff ManagementDevelop and maintain effective partnerships and engage in positive communication with all staff and senior leadersProvide leadership for the facilities team, cleaners, security team, and any other contracted staffEnsure the professional development and high quality training of the facilities teamConduct appraisals of the facilities team and advise the school Operations Manager and Central Facilities Manager of performance issues that cannot be managed at the school level that may require staff replacementAdvise the school Operations Manager and Central Facilities Manager of any facilities team absences and leaves to ensure adequate coverage at the school at all times Adhere to the schools policies and procedures and ensure all supervised staff do as wellHealth and SafetyBe familiar with and adhere to the Taaleem Health and Safety Policy as well as the school policiesTake reasonable care of the health and safety of self and others affected by work, and cooperate with the school Operations Manager and Taaleem Central Office in ensuring that health and safety responsibilities are carried outEnsure the schools contracted cleaning company immediately and properly addresses any emergency cleaning duties which may occur during the school day: e.g. clearing up hazardous substances such as split chemicals, broken glass, vomit, blood, etcEnsure the schools contracted cleaning company regularly disinfects hazardous areas to protect childrenConduct monthly operational checks of school alarm systems and fire safety appliances and report any problems to the Operations Manager and Central Facilities Manager to be acted upon immediatelyAssist in timely fire drills. Confirm all fire escapes are kept free from obstructions to maintain a safe exit from the buildings. Be fully aware of the schools fire drill policy and support its complianceEnsure the schools pool (if applicable) is kept clean and safe for the use of students and checking twice a day the level of chemical levels, which must immediately be reported in the Municipality LogEnsure the schools pool areas (if applicable) are secured when a guard or teaching staff are not present and all other pool safety procedures are adhered to at all times. Report any breaches or improvement needs to the Principal and Head of Procurement and Operational Support immediately Support the Operations Manager, Principal and/or their delegate with the administration of the Crisis Management and Reporting protocol if/when requiredEnsure the safe storage of chemicals and hazardous substances Ensure all contractors are inducted, shown the relevant risk assessments, and are made aware of any deficiencies or other hazards in the areas where they will be workingMonitor daily security personnel ensuring all procedures are adhered to and accurate time-keeping of their schedulesTransportationComplete a bus inspection once per term and sign off per the Central Office Transportation issued checklist. Notify the Principal and the Central Office Transportation Controller of any abnormalities and take corrective action immediately Communicate and address any issues with the bus company as necessary to ensure smooth serviceBuilding and Grounds Maintenance The Facility Manager is the schools key authority in ensuring the school campus is kept to a standard that is required by local and international school inspection boards at all times in terms of cleanliness, health and safety, and functionality. A comprehensive checklist is provided by the Central Facilities Manager to guide the school Facilities Manager in this regard. The Facilities Manager must adhere to this checklist and address any shortcomings immediately and provide feedback to the Central Facilities Manager of any improvements to the checklist as neededWork in conjunction with the school Operations Manager, Principal or delegated person, and Central Office Operations on short (immediate), medium (up to and including summer works) and long-term (3-year cycle) maintenance and improvement requirements. This includes creating a rolling program of maintenance comprising of decoration, renovation/upgrades and repairs. In addition, judicious use of the schools maintenance budget for minor repairs as well as regular improvements requires proactively seeking the views and vision of the Principal and Central Office OperationsConduct a daily inspection of all school equipment/machinery and buildings and report any abnormalities with costed solutions to the school Operations Manager and Central Facilities Manager for corrective action should the nature of the problem be beyond the school FM teams capabilitySupervise repairs conducted by the school FM team as necessary and act as the responsible lead for signing off on tasks to attest to their proper completionMonitor the work of contractors; liaising and reporting on progress to the school Operations Manager or delegated person; informing them when jobs have been satisfactorily completed and invoices can be passed for paymentMonitor the quality of cleaning undertaken by the schools contracted company including a regular review of the work schedule and report to the school Operations Manager whenever cleaning issues cannot be addressed at the school level detailing the issues and recommending resolutions that can be escalate to the Head of Procurement and Operational Support Contact approved contractors for emergency repair work, following policies as specified by Taaleem and issue orders as requiredEnsure that all grassed, paved, artificial surfaces and tarmacked areas of the school are kept clean by the school contracted and FM staff, particularly after sand storms and major rainsOrganize the set up and take down of equipment required by the school for activitiesEnergy ConservationUndertake strategies to reduce the consumption of water, cooling and electricity whilst ensuring the standards of the school are maintained and/or improvedStaff AccommodationLiaise with the schools HR Advisor and Central Office Procurement and Operational Support section to ensure the preparation, maintenance (if applicable) and departure of staff in Taaleem Provided Accommodation (TPA) meets all requirements. The primary focus is on TPAs outside of Taaleem Residences in Dubai Studio City and responsibilities can include:support of preparing units, inspecting units and getting teachers signature on the inspection checklist cleaning of units at end of tenancies, the changeover of keys submit the final inspection report to Operations Assistant at Central Office with all the payment receipts against utilities which impacts Full and Final Settlements ensuring repairs are adequately performed. Familiarize and adhere to the Housing Procedures Document issued by Procurement and Operational Support on all aspects of TPA and the specific roles and timings pertaining to schoolsKey Performance IndicatorsFines avoided from regulators/authorities for non-compliance in any operational aspect of the school Utilities managed within budget parametersNumber and severity of breaches to established operational (including health and safety) protocols per Taaleem and school-based policies and proceduresNumber of stakeholder complaints and ability to effectively resolve complaints at the school level when reasonably expectedExpenditure on repairs that could have been prevented through routine or planned maintenance REQUIREMENTS: Position REQUIREMENTS:Education:High School graduate and recognized industry regulated qualificationsExperience:A minimum of two years experience in a similar role (e.g. Facilities, Projects, Contracts Management). Minimum of two years experience managing teams in a complex organization Competencies: A strong knowledge base of health and safety procedures coupled with knowledge of (and corresponding qualifications wherever appropriate) electro mechanical systems (such as AHUs / water pumps) and the ability to carry out minor maintenance works in conjunction with the schools handyman Working knowledge of maintenance skills e.g. electrical, plumbing, carpentry The ability to explain issues and requirements to the schools senior leadership team Well organized and good at making decisions so that work plans and schedules reflect the needs of the schoolAbility to manage and distribute resources in the most cost efficient ways A knowledge of security and cleaning practices with effective management of contractors The ability to manage individual staff members and groups of contracted staff members Excellent communication skills and command of the English language, in written and oral form Proficient in Microsoft packages such as Word, Outlook and Excel Attributes: Excellent interpersonal relationships and communication skills. Excellent people management skills.Calm in all situations and able to delegate roles to team members.Attention to detail and an ability to problem solve. Experience within an international setting.Experience of working within or with a school/educational setting.

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About Company

Taaleems main activity is the development and management of early childhood, primary and secondary schools. With quality at the forefront of our offering, we tailor each project to answer the specific educational requirements of a wide range of families by offering top international curricula including British, American, the International Baccalaureate and our custom early childhood programme.

Taaleem, which means education in Arabic, is committed to inspiring students and helping them to identify and develop their passions and talents. We only recruit the best international teachers who are capable of delivering our international curricula in a creative and engaging manner.

Taaleem is seeking to raise the educational standards in the region. The combined experience of its core team of senior education leaders in international education policy, operations and global management best practices means Taaleem is well positioned to ensure the creative of truly exceptional schools that satisfy the most comprehensive and exacting education developmental requirements.