Facilities Coordinator

Position Objective

• The Facilities Coordinator has responsibility and oversight of the aspects of facility business administration, events planning, and management, including internal and external events, and coordinates with the Facilities team or other related departments to provide supports for events.

• This position will oversee checking and report to the Facilities Manager (for Primary & Secondary) all soft services within the building campus including outsource landscape maintenance services, pest control services, cleaning services and other required services related to Facilities Management.

Responsibilities

The Facilities Coordinator reports directly to Facilities Managers on a regular basis, and performs a full range of duties, including but not limited to:

1. Facility Department – Team training and development

• Work as a departmental trainer by ensuring the competency of the team is monitored and skills improvement support (on-the-job training focus) - Housekeeping services

• In charge of the on-boarding and off-boarding safeguarding program within soft services outsource teams at Secondary Campus

• Lead Let’s Talk training and technical support to cleaning, security, and maintenance (Facilities Ops internal guideline) as well as remind the team of the HR timeline.

2. Facility Department – Facilities Services Administration

• Organize monthly team meeting to review the event and soft services qualities/ departmental gatherings

• Participate in the weekly kitchen food hygiene and safety inspection team when the facilities manager cannot attend.

• Quality Assurance: Conduct regular inspections and audits of soft services to ensure standards, checklists are met and identify areas for improvement that need to report to Facilities Manager.

- Pest control services - Weekly inspection and report

- Cleaning services - Weekly cross check

- Landscape indoor and outdoor - Weekly cross check

• Record Keeping: Ensure that soft services reports are being maintained accurately for accountability.

• Monitor, tracking inventory of essentials and check monthly order supply list (tea, tissues, waste bag, drinking water…)

• Facilities contract tracking to ensure they are well documented and seek for renewal if required

• Arrange routine meeting to review KPI and performance of soft services outsource contractor

• Perform monthly service evaluation acceptance record for Soft services

3. Events Planning & Management: In charge of the proper execution of annual events by providing on-site management.

• Act as the first point of contact with Events managers / Community Engagement Team on behalf of Facility Department-related matters in a highly professional customer service approach.

• Manage the Ticketing system as the primary mechanism for dealing with annual events requests, queries, and complaints including monitoring the effective turnaround and resolution of tickets.

• Update Events -Facilities support plan/ calendar & coordination for event set up / logistics

• Onsite visit/observe events operating, whole classroom, meeting set up at schools

** Event classification: internal and external events that generate many parents, students, and public participants, pose a security risk, attract media interests, and require significant school resources (use of major facilities and support of cross-school departments. Example:

❖ Orientation

❖ Back to School

❖ Celebration of culture / Festivals

❖ Graduation Ceremonies

❖ University Fairs

❖ Art Exhibition

❖ Production

❖ Math Competition

❖ Music Performance

❖ Swim meet

❖ Whole school PD activities

4. Facility freshservices system & Renting facilities (coordinate with Community & Engagement Director)

• Receive inquiries about Facilities areas for potential external customers for using ISHCMC venues from Community & Engagement Director

• Assist potential customers on walk-through of the facility as needed

• Provide the estimation of operation cost (set up space, labor, overtime) and provide Community & Engagement Director with information to seek for senior management approval. (Renting/ Sponsorship)

• In charge of proper execution of facility rentals by providing on-site management

• Coordinate with Finance for preparing billing invoices and other administrative details of facilities rentals.

• Represent the Facilities Department in inter-departmental meetings, schedule meetings, and circulate information/ documents with the facilities team to support facility hire /events

Position Requirements:

• At least 1- 3 years of experience in a planning and coordination role with a high level of ability in prioritizing multiple tasks and meeting deadlines

• Demonstrated experience in developing strong working relationships with a diverse range of stakeholders.

• Excellent customer service approach, Well-developed interpersonal skills, including influencing, negotiation, communication, and liaison.

• Able to work independently or in a team, be able to stay organized while multi-tasking, and work well in a fast-paced environment.

• Fluent in English and Vietnamese both speaking and writing.

• Proficient in Word with knowledge of Excel, Microsoft Office, Outlook based calendar, and ability to learn new facility booking system.

• Problem-solving mindset and attention to detail.

Qualifications:

• College degree or BA in Event Management, Hospitality, Communications, or related field of study, with good knowledge of events management/ faclities management or other relevant experience.

• One to three years of professional experience in the job required in the events/operations space.

Contacts:

• Management – execute plans/ events

• Students, teachers, parents – provide information, support, provide services

• Outside contractors/vendors – corporation and supervision

Working Conditions:

• School Environment

• Onsite at Campus

• Being able to work flexible hours (after school hours, weekends, school holidays, etc. and requires some flexibility on scheduling based upon facilities rental schedule