Facilities Supervisor - Projects and Administration

KIS International School Reignwood Park

Job Description: Facilities Supervisor - Projects and Administration

Employment Arrangements:

• Full-time contract
• Vacation as per administrative staff

Reports to: Facilities Manager

Position Overview

The Facilities Supervisor - Projects and Administration supports the Facilities Manager in running the building management systems and managing maintenance works. This role has a primary focus on coordinating and managing new projects initiated by the Facilities department and overseeing all departmental administration, including contracts, compliance documentation, and staff training plans. The position ensures that facilities development and departmental operations are well-planned, documented, and executed efficiently

General Functions:

Project Management

• Coordinate and manage new projects initiated by the Facilities Management department from inception to completion.
• Establish TOR for each project, completing the tender process, reviewing BOQ’s, negotiating terms and discounts, and preparation of contracts.
• Assist the Facilities Manager in inspecting facilities on a regular basis, scheduling repairs to facilities, equipment, and grounds to ensure they are completed efficiently and effectively.
• Communicate with stakeholders to update them on the progress and outcome of ongoing projects.
• Ensure all scheduled project work will not conflict with student activities, and contractors receive safeguard induction training.
• Assist in preparation of quotes for future planned works as part of yearly budget preparation and submission.

Contract & Document Administration

• Submit, coordinate, and renew contracts, insurance policies, and other government-related documents for the department.
• Prepare and submit insurance claim forms as incidents occur involving facilities and grounds.
• Communicate with local authorities about facility maintenance issues and compliance matters, in consultation with the School Government Relations Office.
• Support the Facilities Manager in producing Purchase Requisitions (PRs) and Purchase Orders (POs) as required, following the procurement policy.
• Ensure project contractors are properly vetted.
• Liaise with the safety officer for all project work, regarding risk assessments, safe systems of work, insurance certificates are in place prior to commencement of work.

General Operational Support & Safety

• Ensure all facilities systems are operational on a daily basis and report any issues to the Facilities Manager and other related departments.
• Complete regular building walks for defects, and report.
• Follow the school safeguarding policy.
• Ensure all injuries, incidents, or near-miss incidents are reported promptly.
• Dedication to creating a safe and welcoming environment for students, parents, and staff.
• Perform other jobs as assigned by the Facilities Manager.

Training & Professional Development

• Identify training needs for Facilities team members to ensure operational efficiency, safety compliance, and technical competency.
• Develop, implement, and maintain the annual departmental training calendar and training matrix in coordination with HR.
• Ensure all mandatory safety and statutory training are completed (e.g., Fire Safety, First Aid, Electrical Safety, Working at Heights, Work in Confined Spaces).
• Oversee the administration of all training documentation, attendance tracking, certifications, and technical licenses.
• Monitor and evaluate training effectiveness to support continuous improvement and performance quality.

Academic & Professional Qualifications

• Bachelor’s Degree or higher in Engineering or related field
• At least 3-5 years experience in a similar role at a similar organization
• Proven success and experience working in a hotel, service related industry or international school
• Previous experience in an international school or educational setting is preferred

Skills, Experience, & Attributes Sought

• Proven experience working as Engineering Secretary / Administrative in International School, or related role
• Self motivated and ability to work without supervision
• A proactive and responsive approach to work
• Excellent English is required
• Attention to detail and a commitment to maintaining high cleanliness standards
• Problem-solving mindset and ability to address challenges effectively
• Flexibility to manage priorities in a dynamic school environment
• Ability to motivate and inspire a team to achieve cleaning goals
• Dedication to creating a safe and welcoming environment for students, parents and staff

We are committed to child protection and follow the Safe Recruitment Practices recommended by the International Task Force on Child Protection.