School Operation Manager (Start Date Feb 2025)

Job Overview:

EMASI Plus Waterpoint Campus is a G1-12 international bilingual boarding school located in Waterpoint Township, Ben Luc Long An.

The post holder is expected to manage all non-academic functions (except Admissions and Marketing), services for the staff of the school and its boarding house so that the academic team can maintain a concentrated focus on teaching and student achievement. The School Operation Manager ensures that the school is managed with operational excellence and fiscal prudence by creating, refining and implementing policies and systems and reducing bureaucracy as per the objectives of the school. The School Operation Manager and his/her team work to create a culture of service and support. The School Operation Manager partners with the Senior Leadership Team (SLT) to develop a school-wide culture of respect and achievement and a team culture grounded in common goals, mutual respect, empathy towards others, and an appreciation of diversity.

Responsibilities and Duties:

The following duties and responsibilities apply for both day school and boarding school.

Systems Development

Develop and implement school-wide non-academic systems and procedures that ensure operational excellence within the school. Systems include but are not limited to: Transportation, Safety, canteen, procurement, compliance tracking, and budget management.

Compliance

• Capture and organize key school data with reliability for the creation and completion of various compliance reports.

• Manage and successfully complete all necessary compliance reporting to the Local authority and Khai Sang stakeholders.

• Ensure that all fire, life, and safety regulations and procedures are implemented ensuring the well being of all school staff.

Facilities Management

Key Deliverable: Manage the school’s premises and facilities, ensuring they are safe, suitable and functional in order to support the school’s operations, and that they comply at all times with regulatory and statutory requirements

• Ensure that all items of equipment, plant, and fixed installations owned or operated by the school are maintained, tested and serviced in accordance with best practice and/or the manufacturer’s instructions and/or regulatory requirements

• Manage and maintain utility, supply and service contracts, ensuring continuity of service and value for money

• Ensure that adequate safety and protection systems and procedures are in place, including but not limited to fire safety, security, water hygiene etc. and that these are reviewed and tested in accordance with best practice requirements

• Ensure that the school’s premises comply with Health & Safety regulations, best practice, and with insurer’s requirements; to include assessment and management of risk

• Maintain accurate records relating to the maintenance and management of the school’s premises and facilities

• Plan and organise regular and irregular works to building fabric, equipment and machinery including refurbishment, redecoration, servicing, repairs and renewals

• Ensure that all external contractors, suppliers, and providers working with, for, or on the school premises meet the necessary quality, regulatory, and safety standards and provide value for money

• Manage and coordinate the school’s cleaning functions, line managing and coordinating staff, ordering consumables, and ensuring that high standards of cleanliness and hygiene are maintained

• Manage school’s inventory process.

• Coordinate and assigning staff to support event set-up accordingly, ensure the overall operation of events are organized smoothly as per requested.

• Work closely with the MD/Head of School to develop and implement business continuity and emergency/disaster recovery plans

• Ensure that any facilities related works or expenditure complies with procurement and purchasing procedures, and is delivered within budget

Business

• Support the development, management, and maintenance of the procurement lifecycle, including but not limited to: vendor selection, account creation, purchase order management, materials requisitioning and receiving, inventory management, and invoice reconciliation and payment.

• Support the Business Director/Head of School in the development and management of the annual budget to ensure that school meets its financial goals.

Information Technology

• Serve as on-site IT contact, including managing IT assets, assisting staff with IT issues as able, and serving as main touch-point to staff on-site.

Human Resources

• With Corporate HR’s support, serve as human resource administrator as it relates to employee information and benefits.

• Coordinate with HR in recruiting admin staff for office management team.

• Maintain all employee files; update required HR paperwork and data systems.

• Oversee staff attendance to support Corporate HR in providing exact payroll information.

• Provide leadership to the team by training, mentoring, supporting, motivating and giving advice through the performance management process

• Supervise and give timely advice to staff to deliver high quality services

Health & Safety:

Key Deliverable: day to day responsibility for health and safety, providing leadership and ensuring that arrangements are in place to protect the health, safety and welfare of everyone associating with the school.

• Ensure the school meets its statutory obligations in all areas pertaining to health, safety and welfare at work, including statutory training and reporting.

• Maintain healthy and safe working environments, ensuring that risks are assessed and managed effectively across all activity

• Ensure that all staff receive suitable information, training, instruction and supervision to maintain their health, safety and wellbeing

• Ensure that advice is sought from competent persons on legal requirements for health and safety, and on current best practice, and incorporate these into safety planning and management arrangements

• Monitor the health and safety performance of the school, verify that policies and procedures are effectively implemented and that standards are being maintained and progressively improved

• Maintain accurate records and documentation, and report to the MD/Head of School on matters relating to Health & Safety

And other duties as determined by the line manager after due consultation.

Education:

• Bachelor degree

• Fluent English communications both verbal and written

Experience:

• Experience at school preferred

• Managerial experience preferred

• Maintenance experience

• Organizing event/task allocation

Skills:

• Microsoft Office computing skills

• Good interpersonal and communication skills

• Problem solving and stress management skills

• Planning and organizing skill; Resources management skills

• Leadership skill; Supervisory and management skills

• A willingness to take on responsibilities and to prioritize work on multiple projects

• Highly detail-focused and results-oriented

• Team-player attitude and strong customer-service orientation

Personalities:

• Well organized

• Attentive to details

• Mission Focused

• Driven towards Excellence

• Influential

• Relationship Builder

• Talent Manager

• Organized & Planned

• Creative

• Constant Learner

Others:

• Understanding of building management and grounds maintenance and repairs recommended

• Knowledge of Health and safety

• Knowledge of Traffic law, Fire & Extinguishment law