Operations Administrator (2-Month Contract)

Safeguarding and Legal

Please note the College’s positions are subject to an enhanced Criminal Records Bureau. The College is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. Wellington College International Bangkok is also committed to equality and diversity. Candidates should be aware that all posts in the College involve a degree of responsibility for safeguarding students.

Role and Responsibilities:

To supports the day-to-day operational activities of the organization to ensure efficiency, accuracy, and compliance. This role includes providing administrative support to the Operations Manager and Deputy Operations Manager, particularly in the catering, transportation, school shop, events, and school reception services. The position also involves coordinating processes, managing documentation, and supporting internal teams to achieve smooth operational outcomes.

School Shop

• Supporting in managing the School Shop during operational hours from 7:00 am until 9:30 am, (The time may change according to the circumstances.)
• Supporting the School shop officer on the Annual Back-to-School event in August
• Assisting the School Shop Officer during the scheduled stock count and reorder as request
• Maintaining an accurate record of inventory and payment

Operations

• Provide administrative support to the Operations team and other school departments. Ensuring the safekeeping of all confidential files
• Coordinate with internal teams (e.g., HR, Finance, Facilities, Academic) to support daily operations across the school campus.
• Manage documentation, records, and filing systems (both physical and digital) for the Operations Department, ensuring all data is accurate and up to date (e.g., transportation logbook, event logbook, catering logbook)
• Work with the Operations team to ensure that the Parents Central Record is accurate and up to date, supporting school security and safeguarding requirements
• Process purchase requests, coordinate with vendors, and follow up on deliveries
• Support event coordination (e.g. school events, workshops, parent meetings, and venue set up)
• To act as a cover for the School Receptionist during their absences and when required
• Monitor and broadcast essential community alerts, such as Heat Index and Lightning Alarms
• Undertake any other duties as assigned by the Operations Manager and Deputy Operations Manager

Access Card Management

• Manage the issuance and administration of school access cards for parents, staff, service providers, and students.
• Coordinate closely with the IT team to ensure all access cards are accurately registered in the system and activated before handing to the user.
• Monitor and maintain appropriate stock levels of access card materials, including cards, ribbons, covers, and lanyards.

Requirements:

• Graduated at least bachelor’s degree.
• Experience in operations or administration in a school or service environment is an advantage
• Good communication skills in both Thai and English.
• Excellent at work priorities. Highly organized with excellent attention to detail.
• Ability to work independently and as part of a team
• Proactive and willing to learn
• Excellent at computer skills and experience with Microsoft 365.