Assistant Manager School Facilities

GEMS Education; Dubai; On-site; Confidential; Full time

Job summary

GEMS Education in Dubai is seeking an experienced Facilities & Operations Manager to lead the cleaning, maintenance, and continuous improvement of school facilities. You will oversee day-to-day operations, coordinate maintenance, and ensure safety systems meet regulatory standards.

You will manage vendor relationships, procurement processes, and budgeting, while supervising staff and on-call emergencies. The role includes coordinating transportation and off-site activities from an operational

Qualifications

• Experience in facilities, operations or school administration.
• Knowledge of UAE health, safety and compliance requirements.
• Experience managing service providers, maintenance contracts and procurement processes.

Responsibilities

• Develop and implement systems for cleaning, repair, maintenance and continuous improvement of school facilities.
• Oversee day-to-day management of school facilities to maintain high standards and a safe learning environment.
• Coordinate building maintenance issues and ensure safety systems are in place and compliant with regulations.
• Liaise with vendors and procurement to consolidate maintenance contracts and monitor service levels.
• Manage purchase requisitions and purchase orders in line with procurement policies and maintain records and budgets.
• Supervise allocation of work and scheduling of ancillary staff and subcontractors to ensure coverage.
• Supervise staff accommodation facilities and respond to campus emergencies.
• Coordinate school transportation to ensure safe, efficient service for students and staff.
• Plan and manage educational visits, trips, events and off-site activities from an operational perspective.

Skills

Facilities Management

Vendor Management

Procurement & PO

Health & Safety

Budget & Cost Control

Logistics & Transport

Maintenance & Asset Mgmt

Planning & Organisation

Communication & Stakeholders

Problem Solving

Team Leadership

MS Office & ERP

Job description

Job Description:

• Embrace and encourage the ethos and standards of excellence as defined in the GEMS Core Values.
• In conjunction with the School Operations Manager, develop and implement systems for the effective cleaning, repair, maintenance and continuous improvement of school facilities, both during term time and over school holidays for major operations.
• Oversee the day-to-day management of school facilities, ensuring that all buildings, grounds, equipment and infrastructure are maintained to a high standard and provide a safe, secure and conducive learning environment.
• Coordinate all building maintenance issues, ensuring that safety and security systems are in place and maintained according to the Preventive Maintenance Schedule and that water, sanitation and electrical systems are safe and compliant with relevant Ministry regulations.
• Assess the condition of electrical, air conditioning, plumbing and other essential facilities and equipment, ensuring regular maintenance and service schedules are adhered to. Liaise with vendors and the procurement team to consolidate annual maintenance contracts, monitor vendor performance and maintain expected service standards from all suppliers.
• Manage vendor relationships, including sourcing quotations, negotiating service requirements, monitoring service delivery, ensuring contract compliance and resolving operational issues in a timely manner.
• Raise, track and manage purchase requisitions and purchase orders in accordance with GEMS procurement policies and approval processes, ensuring timely procurement of goods and services while maintaining accurate records and budgetary controls.
• In conjunction with the School Operations Manager, coordinate and supervise the allocation of work and scheduling of ancillary employees and subcontractor personnel to ensure adequate service coverage at all times.
• Supervise the day-to-day operations of allocated support staff accommodation facilities, ensuring resident welfare is maintained and that all legal, HSE and related policies are adhered to, thereby providing a safe and secure environment for residents.
• Be on call for staff and campus emergencies.
• Receive and manage all repair and maintenance requests relating to school buildings, staff housing and campus facilities. Prioritise, coordinate and monitor work schedules to achieve high levels of efficiency and customer satisfaction.
• Coordinate and oversee school transportation requirements to ensure students and employees are transported safely and efficiently. Supervise the STS school representative and transport foreman to ensure a high level of service to parents and staff.
• Coordinate, plan and manage educational visits, trips, events and off-site activities from an operational perspective, including transportation, vendor coordination, risk assessments, approvals, logistics, and health and safety requirements.
• Support the school administration team in strengthening adherence to GEMS procurement policies and procedures. Advise on the disposal and condemnation of old or unused assets in line with the Asset Disposal Policy and support procurement automation initiatives within the school.
• Assist and coordinate, through the School Operations Manager, the implementation of effective health, safety and hygiene measures to provide a safe environment for students, staff and visitors. Communicate and implement all relevant government health and safety directives and ensure full compliance.
• Implement all emergency management programmes, ensuring equipment is maintained, inspections and drills are conducted, compliance requirements are met and employees are appropriately trained to maintain a safe environment that protects company assets and personnel.
• Ensure GEMS policies, procedures and codes of conduct are followed at all times.
• Demonstrate flexibility and commitment by undertaking responsibilities beyond the normal working day where operational requirements necessitate additional support.
• Attend staff meetings and serve on committees as required.
• Perform any other duties as requested by direct and dotted-line managers and supervisors.

Skills & Competencies

• Facilities and Operations Management
• Vendor and Contractor Management
• Procurement and Purchase Order Management
• Health, Safety and Regulatory Compliance
• Budget Monitoring and Cost Control
• Transport, Logistics and Event Coordination
• Preventive Maintenance and Asset Management
• Strong Planning and Organisational Skills
• Excellent Communication and Stakeholder Management
• Problem-Solving and Decision-Making Ability
• Team Leadership and Supervisory Skills
• Proficiency in Microsoft Office and ERP Systems

Preferred Experience

• Experience in facilities, operations or school administration.
• Knowledge of UAE health, safety and compliance requirements.
• Experience managing service providers, maintenance contracts and procurement processes.

GEMS Safeguarding

GEMS Education is committed to safeguarding and promoting the welfare of children and young people. We are dedicated to creating safe, supportive, and inclusive learning environments where students can thrive, and we expect all employees, volunteers, and partners to share this commitment.

As part of our safer recruitment practices, all successful applicants will be subject to comprehensive pre-employment checks, including verification of identity, qualifications, employment history, professional references, and criminal record checks from all countries of residence and employment, in line with local and international safeguarding requirements. These checks may include enhanced disclosure, prohibition, barring, and overseas police clearance checks where applicable. We are committed to recruiting individuals who uphold the highest standards of professional conduct and child protection.