School Facilities Manager (temporary)

Purpose of Role:

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

contract´s Service Level Agreements (SLAs).

• 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)

Iberia.

• 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