School Facilities Manager (temporary)

International Schools Partnership Limited; Barcelona; Presencial; EUR 34.000 - 52.000; Jornada completa

Descripción de la vacante

International Schools Partnership Limited is seeking a School Facilities Manager in Barcelona to support the ongoing growth and ensure safe, efficient operation of the school building.

Reporting to the Head of School and Head of Finance, you will lead maintenance, CAPEX planning, health and safety, and compliance, coordinating with regional teams and SSLT.

This temporary cover role requires at least 2 years in facilities management and fluency in Spanish and English.

Formación

• Technical background in facilities or engineering is expected.
• Fluent in Spanish and English (written and spoken).
• Minimum of 2 years in facilities management or related role.
• Master's degree in Facilities Management is a plus.

Responsabilidades

• Ensure licensing, inspections and compliance for the school.
• Oversee maintenance and cleaning teams and coordinate external contractors.
• Manage CAPEX planning and budget oversight with SSLT and Head of Finance.
• Lead health, safety and environmental initiatives and reporting.

Conocimientos

Fluent in Spanish

Fluent in English

Educación

Master's degree in Facilities Management

Descripción del empleo

The Facilities Manager role is crucial to the sustained growth of our school, to help maintain our status as the school of choice in our local area, and moreover, to effectively deliver Amazing Learning to our students and families. This is a temporary position (paternity leave).

The School Facilities Manager will report directly to the Head of School and Head of Finance and will work closely with the Regional Property Team to ensure the safe, efficient and smooth operation of the building. The post holders will be expected to build a close working relationship with colleagues in the ISP Regional team and school leadership to fully perform their duties.

Key Responsibilities

1. LICENSING, INSPECTIONS & COMPLIANCE

• Ensure that the school is fully compliant with all local, regional, or national regulations.
• Maintain a constantly updated database of school property in Quionia, our CMMS system. Coordinate with the regional team that compliance inspections and checks are carried out, documented, and up to date, as well as validate all documents uploaded to the system.
• Ensure any possible non-compliance is delivered and documented timely.
• Ensure school facilities are ready for any planned or unplanned inspections.
• Remain in compliance with the company´s standards and all guidelines.
• The guidelines for standards are set in accordance with ISP/School Policies, Technical manuals, and Ministry of Education (MoE)/ISP Health & Safety Audits.
• Proactively identify and raise any Health and Safety (H&S) or safeguarding risk, as well as dynamic collaboration between H&S school or the Regional Team.
• To follow ISP procurement policy and raise Procurement Orders (LPOs) as required.
• To control all organized events, paying particular attention to compliance, including the Health and Safety and welfare of all staff/students and parents.
• To coordinate all aspects of Health and Safety and Fire Safety including coordination of all Inspections to re-new school license.
• Also, ensure the correct supporting documentation compliance reports are received before authorising payments to subcontractors and uploaded to our CMMS.

2. CAPEX PLANNING

• Strategic thinking to elaborate and submit to the Regional Team the Five-Year Development Plan (5YPD) in collaboration with the School Senior Leadership Team (SSLT.)
• Small-item Capex budgeting in collaboration with the SSLT.
• Collaboration with the regional team to deliver major Capex projects within budgeted cost, scope, quality, and time.

3. MAINTENANCE

• Manage the Building Management System (BMS) software, if applicable.
• Lead, support and oversee maintenance and cleaning teams at schools.
• Supervise outsourced services´ correct works delivery, in accordance with the
• Monitor, liaise and report to maintain standards of specialist subcontractors such as, but not limited to, pool maintenance, security, transport, waste management, and cleaning.
• In addition, ensure that timesheets are monitored, and any potential financial exposure or risk is recognized and highlighted to SSLT & Head of Procurement (HoP).
• Ensure the school delivers its additional planned in-house/outsourced maintenance tasks and they are correctly uploaded.
• Be a proactive participant in all management and working groups as required by SLT/ISP.
• Conduct regular visits at least once a year with the Head of School and maintenance teams to produce a report of the current wear&tear school status, as well as ensure an action plan is put in place and delivered timely.
• Ensure the best balance between Reactive-Preventative maintenance.
• Ensure that all facilities are functional and operational to the standards expected by SSLT.
• Ensure that all information, including daily and monthly pool records, is promptly entered into the designated application.
• Maintain compliance with the maintenance plan by keeping it consistently up to date and providing the necessary documentation to support and justify completed tasks.
• Report the current state of the facilities to the regional team through monthly meetings.

4. CLEANING & HYGIENE

• Ensure cleaning and hygiene tasks are performed as per clearly defined weekly routines.
• Create written procedures for the cleaning of teaching and non-teaching spaces.
• Drive drinking water quality testing, kitchen sanitisation, pest control, and medical service waste disposal, to meet applicable regulations.
• Supervise cleaning staff to ensure quality and efficient service.
• Stablish KPIs to monitor and report service levels to SSLT and the Regional team on a regular basis.

5. SECURITY

• Ensure the school has a security program in place, being led by qualified personnel under the SLT and it address all aspect of security at the school (Inc. access control procedures for students, staff, and visitors, transportation management, video surveillance management, emergency responses protocols, drop off/pick up traffic operations, adult adherence to policy and procedure)
• Support the H&S Coordinator in establishing security emergency response protocols and promoting staff training. Give clear instructions to address all the potential internal and external risk factors that could cause disruption to the learning provision.

6. BUDGET & COST CONTROL

• Facilities Opex budgets and forecasts (maintenance, utilities, services...) supporting the school Head of Finance and the regional team to put together all requested information.
• Responsible for the correct allocation for any property related budget, ensuring funds are available throughout the financial year to carry out all planned activities including licenses renewal, payroll, preventative maintenance program, Health and safety audit actions, security, cleaning, hygiene pest control and landscaping auxiliary services, products, and supplies.
• Produce the school´s property budgets annually and make sure they are based on the revised internal programs for preventative maintenance, security, cleaning, hygiene pest control, and landscaping auxiliary services, products, and supplies.
• Monitor budget expenditure and take timely decisions and give advice to avoid budget variances monthly.
• Set cost-saving targets on a yearly basis, i.e. 2% of expenses reduction that could be achieved by maintenance process optimisation and from procurement negotiations.

7. ENVIRONMENTAL & SUSTAINABILITY

• Promote, lead and report sustainability initiatives within the school community with a focus of students learning and engagement
• Drive initiatives to constantly reduce our CO2 footprint, embedding a continuous improvement environment and energy efficiency culture. All implemented changes result to be reported.

8. LEADERSHIP & MANAGEMENT

• Provide proper training and ensure ongoing feedback and coaching to all school´s facilities-related staff.
• Positive and effective communication at all levels.
• Actively respond to school needs with a customer service focus.
• Communicate and drive ideas and have a full understanding of the diverse cultural requirements within the school.
• To meet, and whenever possible, exceed parental/student and staff expectations.
• Ensure all verbal instructions/communication is supported by tangible follow-up via email/minutes.
• Be expected to attend school at weekends from time-to-time subject to facilities requirements and only when directed by the school’s SLT.
• Communicate plans for improvements to Senior level management and maintenance team.
• Ensure all student/staff and parental expectations are not compromised by reactive planning.

Other Responsibilities

• To be the primary interface within the ‘Operations Team’ co-ordinating as directed by the Head of Property – Iberia with all third-party FM providers BUT taking on the responsibilities of Items detailed above.
• To have a full understanding of the MEP infrastructure in assigned school, with the ability to respond immediately to any operational requirements so far as is practical, legal, and affordable as per current and planned policies and/or budgetary constraints enforced by ISP.
• To provide seamless coordination within the school to ensure that academic studies can function both safely and professionally with minimal/zero inconvenience.
• This should be achieved by the supervision (by post-holder) of all maintenance/service levels agreements within all areas and at all levels of school management and administration as laid down by the approved organizational structure.
• Identify and drive procurement initiatives in constant coordination with the regional procurement team to assess cost saving or cost avoidance initiatives.
• Support in putting together school´s information for central procurement initiatives.
• Manage or provide support accordingly with any operational contingency that may occur.
• To liaise with HR/SLT to ensure that staff accommodation needs are met.
• Perform other tasks as required.

Skills, Qualifications and Experience

• Technical background (architecture, engineering, others)
• Training or Master´s degree in Facilities Management is a plus
• Fluent in Spanish and English, both verbal and written.
• Minimum of 2 years of experience in Facilities Management