Facilities Administrator

Position Summary:

The primary purpose of the Facilities Administrator is to provide effective administrative and operational support to the Facilities and Estate Department, ensuring the smooth day-to-day delivery of facilities services across the school.

The role supports the coordination of facilities service providers, contractors and internal teams; maintains accurate documentation and records; assists with procurement and financial administration; and helps ensure that all facilities-related activities are delivered safely, efficiently and in accordance with the school’s policies, safeguarding requirements and service standards.

The successful candidate will be highly organised, detail-oriented, service-minded and able to manage multiple priorities in a busy school environment.

Responsibilities:

Facilities Administration and Coordination

• Provide day-to-day administrative support to the Facilities and Estate Department and coordinate information across the Facilities team and relevant school departments.
• Prepare reports, presentations and supporting documents for Facilities meetings and meetings with senior management.
• Consolidate updates and presentations from different facilities services for weekly management meetings.
• Maintain accurate Facilities records, files, service reports, contracts and other relevant documentation.
• Monitor and follow up on agreed actions arising from Facilities meetings and operational discussions.
• Assist with maintaining Facilities schedules, service calendars and key operational deadlines.

Service Provider and Contractor Coordination

• Coordinate with facilities service providers and contractors to ensure appropriate staffing levels and service delivery in accordance with agreed requirements.
• Support the recruitment and onboarding process for outsourced service staff, ensuring that required personnel documentation is submitted and complies with the school’s safeguarding and safer recruitment requirements.
• Maintain up-to-date records of outsourced staff, contractors and relevant compliance documentation.
• Liaise with service providers regarding staffing changes, attendance, replacement staff and other operational requirements.
• Support the monitoring of service provider performance and follow up on identified service issues.

School Events and Operational Support

• Coordinate Facilities requirements for school events, tours, activities and other school functions.
• Liaise with relevant departments to understand event requirements and ensure appropriate Facilities support is arranged.
• Follow up on Facilities-related actions before and after events to ensure requirements are completed effectively.
• Provide on-site coordination and administrative support for major school events when required.

Procurement and Financial Administration

• Prepare and coordinate procurement documentation relating to Facilities soft services and other assigned Facilities requirements.
• Liaise with the Procurement and Finance teams to ensure documentation is complete and submitted within required timelines.
• Manage Facilities petty cash and maintain accurate records of expenditure and supporting documentation.
• Review overtime submissions and related expenses for outsourced soft-service staff before further approval.
• Assist with tracking Facilities expenditure, quotations, purchase requests and invoices as required.

Quality Control and Compliance

• Assist with regular quality checks of Facilities services, including cleaning, security, landscaping, pest control and other soft services as assigned.
• Record service issues, complaints or deficiencies and follow up with relevant service providers until completion.
• Support the Facilities team in ensuring that contractors and service providers comply with school policies, health and safety requirements and safeguarding procedures.
• Assist with maintaining documentation required for internal reviews, audits and inspections.
• Support the tracking of maintenance requests and Facilities-related issues to ensure timely completion and appropriate escalation where necessary.

General

• Maintain effective and professional communication with staff, contractors, service providers and other stakeholders.
• Handle Facilities-related information and documentation with appropriate confidentiality.
• Demonstrate a proactive, service-oriented approach to supporting the operational needs of the school.
• Carry out any other duties reasonably assigned by the supervisor in support of the Facilities Department and wider school operations.

Educational Qualifications

• Bachelor’s degree or higher in Business Administration, Facilities Management, Management or a related field.

Professional Qualifications, Skills and Experience

• Previous experience in administration, facilities coordination, operations or a related role is preferred.
• Good command of written and spoken English, with the ability to communicate effectively with both Thai and international colleagues.
• Proficient in Microsoft Office, particularly Word, Excel and PowerPoint, and comfortable using other relevant administrative systems.
• Strong organisational and administrative skills with excellent attention to detail.
• Ability to prioritise workload and manage multiple tasks and deadlines simultaneously.
• Good coordination and follow-up skills.
• Strong interpersonal and communication skills.
• Service-minded, proactive and solution-focused.
• Able to work effectively both independently and as part of a team.
• Able to work under pressure and respond flexibly to changing operational requirements.
• Experience working with contractors, service providers, procurement processes or school operations would be an advantage.
• Understanding of safeguarding, health and safety, and compliance requirements within a school environment would be an advantage.

All staff are expected, in the spirit of teamwork and for the welfare of the school, to perform any other related tasks, within reason, for the department and from time to time, support other departments as requested by his/her immediate supervisor.

Please note

King’s College International School Bangkok is fully committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. Any offer of employment will be subject to the receipt of a criminal records check, satisfactory references, qualification checks and medical clearance.