Manager-School Operations

GEMS WORLD ACADEMY - ABU DHABI; Abu Dhabi; On-site; AED 180,000 - 240,000; Full time

Job summary

GEMS World Academy - Abu Dhabi is seeking a senior facilities and school operations leader to manage the building and grounds, ensure safety, security, and cleanliness, and drive administrative services across the school.

The role requires extensive experience in facilities, operations and budget oversight, with a focus on continuous improvement and regulatory compliance. You will coordinate external contracts, oversee staff, and maintain high service standards across all campus operations.

Qualifications

• Minimum a BA, or equivalent (advanced) diploma / Certificate of School Business Management / Facilities
• Management / NEBOSH or IOSH
• At least 5 years’ experience in a senior level position within a service oriented industry
• Job-Specific knowledge and skills as listed in the ad

Responsibilities

• Oversee development, maintenance, safety, security and cleanliness of the School building and grounds.
• Organise and deliver administration and support services across the School.
• Provide strategic guidance on business, financial and operational matters.
• Support CP in achieving key strategic objectives and improvement plans.
• Encourage environmental sustainability initiatives.
• Ensure security and efficient operation of the School site and buildings.
• Monitor external contracts for service quality and value for money.
• Plan and deliver the business strategy including policies and safeguarding.
• Manage relevant budgets and control costs.
• Ensure compliance with health & safety legislation and guidelines.
• Direct performance and hours of administration teams; ensure high service standards.
• Be contactable outside normal school hours per protocol.
• Manage facilities maintenance and preventative maintenance schedules.
• Oversee campus infrastructure (lighting, HVAC, water, energy, waste).
• Procurement of staff accommodation leases and negotiate leases.
• Coordinate third-party services for catering, transport, shop, bookings; support after-school activities.
• Supervise central services such as security, health & safety, cleaning, waste disposal.
• Ensure daily site checks for vandalism, maintenance needs, and cleanliness.

Skills

Fluent English

Attention to detail

Multi-tasking

Organization

Forward planning

Interpersonal skills

Commercial acumen

Proactive work ethic

Education

BA or equivalent advanced diploma

Certificate of School Business Management / Facilities

Job description

• To be responsible for development, maintenance, safety, security and cleanliness of the School building and grounds, ensuring that the site and facilities are available for School use and other users at all times.
• To be responsible for the organisation and delivery of administration and support services across the School ensuring efficient and effective staff deployment and, with the Principal/CEO, recruitment of well-trained and high quality staff.
• To provide advice and strategic guidance to the Principal/CEO, Senior Leadership and Corporate Office on business, financial and operational matters and be accountable for their effectiveness using robust performance management systems.
• To ensure that all staff are supported with high quality continuous professional development and training which contributes to the development and achievements of the School.
• To support the Principal/CEO in achieving the key strategic objectives for the School through formulating and leading on specific aspects of the School business and/or improvement plan.
• To actively encourage, and lead on environmental sustainability targets across the School site
• To ensure the security and efficient operation of the School site, buildings and grounds at all times, in accordance with current Health & Safety guidance.
• To ensure all repairs and maintenance at the School, including the inspection of required repairs and, where necessary, the appointment of external service providers in line with the Corporate Estates team.
• Monitor the performance of external contracts to ensure high standards of service and value for money are maintained throughout the School at all times.
• To devise, plan and deliver the business strategy for the School, including the development of policies, systems, processes and safeguarding.
• To manage the relevant budgets and expenditure, reducing operational costs but ensuring the School receives value for money at all times
• To ensure the School complies with current Health & Safety legislation and/or guidelines as issued by GEMS Corporate Office advising the School Leadership team accordingly.
• Direct and develop the performance and working hours of the administration and support service teams to ensure high standards of service are maintained throughout the School and that all teams provide a friendly, efficient but effective disciplined service
• Be contactable outside normal School hours, and where required attend site inline with the GEMS Critical Incident Response Protocols

School Operations (including commercial affairs)

• Apply incremental or radical change by revolutionizing business processes, product offerings or services resulting into self-sustaining increased value at reduced operational cost; therefore retaining existing customers, attracting current non-customers, and ultimately stimulating profit.
• Use financial management information, especially benchmarking tools, to identify areas of relative spending, access trends and directly advise School leadership accordingly.
• Manage all procedures and resolve any problems, including:
• Ordering, processing and payment for all goods and services provided to the school
• Asset register management
• Management of Third-Party contract services (KPI monitoring)
• In collaboration with Principal/CEO and Accounts Officer, direct annual budgeting and planning process for the organization's annual budget.
• Monitor, track and manage individual department budget spend.
• Prepare monthly variance analysis of administrative expenses, actuals vs budget and reforecast
• Ensure Delegation of Authority processes and procedures are followed at all times.
• Follow and collaborate with Accounting Department requests in preparation of annual audit.

Facilities Management

• Manage facilities maintenance of the school site and buildings. Where this services is subcontracted to a Third-Party provider, manage and oversee preventative maintenance schedules and the efficient operation of all facilities on the property.
• Oversee School campus lighting, heating, ventilation, water provision, energy conservation, waste management, etc.
• Manage the upkeep of playing fields, gardens, all-weather surfaces, tennis courts and land drainage.
• Purchase, repair and maintain all furniture and fittings, both within the school and within staff accommodation units.
• Be responsible for the procurement of overseas hired staff accommodation leases and negotiate lease rates according to local property regulations.
• Manage the use of school facilities in provision of Third-Party services to include: Catering & Refreshments, School transport and drivers, School shop (books/uniforms, if applicable) ,bookings for school facilities p rovision of facilities for after-school activities
• Directing and planning essential central services such as security, maintenance, health & safety, cleaning, waste disposal and recycling.
• Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies to the initial scope of works.
• To be responsible for utilisation of space and resources for buildings, or re-organising current premises.
• To ensure daily monitoring of the BMS and BMS alert systems (where installed) are carried out amongst the site services teams and that all building services operate smoothly implementing a programmed maintenance schedule using competent persons in line with current legislation.
• Ensuring daily checks of the site are carried out by the site services team for vandalism, items requiring building maintenance, security of the site and ensuring cleaning standards are acceptable.
• Implement a planned programme to ensure School site is litter/gum free as far as reasonably practicable and that all internal and external areas are kept clean and tidy and policy is adhered too.
• To ensure that security systems and provision is in place at all times and identify trends or weaknesses within the site systems and develop with GEMS Corporate Safety team where appropriate.
• To ensure the CCTV system complies with the data protection act and relevant current legislation.
• To promote and ensure safe parking procedures on site ensuring these are adhered too.
• To promote community use of the facilities as a desirable venue for conferences, meeting and community activities offering a clean, safe and inspiring venue at all times.

Skills

Minimum Qualifications:

• Minimum a BA, or equivalent (advanced) diploma / Certificate of School Business Management / Facilities
• Management / NEBOSH or IOSH

Minimum Experience:

• At least 5 years’ experience in a senior level position within a service oriented industry

Job-Specific Knowledge & Skills

• Fluent English communication skills, written and oral.
• Attention to detail with diligent follow up, and able to execute in a timely manner.
• Skilled in multi-tasking and handling pressure.
• Organizational ability, of self and others.
• Forethought and forward planning (particularly as this relates to local Government compliance matters). Capable of influencing people and talented in networking with cultural sensitivity.
• Good interpersonal skills Strong and consistent supervisory skills
• Commercial acumen
• Initiate effort and energy beyond the typical workday, where the tasks require additional commitment