Job Description

The Senior Facilities Executive is responsible for supporting the safe, efficient and effective operation of the school’s premises and facilities. The role oversees day-to-day maintenance, security, cleaning, vendor coordination and facilities-related projects to ensure that the school environment is safe, well maintained and conducive to teaching and learning.

Key Responsibilities

Facilities Maintenance

• Conduct regular inspections of the school premises, classrooms, offices, playgrounds and common areas.

• Coordinate preventive and corrective maintenance for electrical, plumbing, air-conditioning, fire protection and other building systems.

• Attend to facilities-related requests and ensure that issues are resolved promptly.

• Maintain accurate records of inspections, repairs, servicing and equipment warranties.

• Monitor utility consumption and support initiatives to improve energy and resource efficiency.

• Support the upkeep of school furniture, equipment, grounds and landscaping.

Vendor and Contractor Management

• Source quotations and coordinate with contractors, suppliers and service providers.

• Monitor vendors’ performance and ensure that work is completed safely, properly and within the agreed timeline.

• Verify completed work and supporting documents before invoices are submitted for payment.

• Maintain service contracts and monitor their expiry and renewal dates.

• Ensure that all contractors follow the school’s safety, security and safeguarding requirements while on the premises.

Health, Safety and Compliance

• Support compliance with relevant building, fire safety, occupational health and safety, environmental and local authority requirements.

• Conduct routine safety inspections and promptly address identified hazards.

• Coordinate the inspection and servicing of fire alarms, extinguishers, emergency lighting and other safety equipment.

• Support emergency preparedness, evacuation drills and business continuity arrangements.

• Maintain facilities-related licences, certificates, inspection reports and statutory records.

• Report incidents, defects and safety concerns to management and follow through on corrective actions.

Security, Cleaning and School Operations

• Coordinate the work of security, cleaning, pest-control and waste-management service providers.

• Monitor the cleanliness, security and general condition of the school premises.

• Support access-control arrangements and the management of keys, passes and contractor entry.

• Assist with facilities and logistical arrangements for school events, meetings and activities.

• Support classroom and office setup, furniture movement and space planning.

• Respond to urgent facilities issues and emergencies when required.

Budget and Administration

• Assist in preparing and monitoring the facilities and maintenance budget.

• Process purchase requests, quotations, service reports, invoices and other supporting documents.

• Maintain an inventory of facilities equipment, tools, spare parts and consumable supplies.

• Prepare regular facilities reports and highlight outstanding issues, risks and expenditure.

• Support facilities improvement, renovation and construction projects as assigned.

Safeguarding

• Maintain appropriate professional conduct when working in areas occupied by children.

• Ensure that contractors and external personnel comply with the school’s safeguarding and access-control procedures.

• Promptly report any safeguarding, safety or security concerns through the appropriate channels.

• Other ad-hoc duties as assigned

Qualifications

• Diploma or bachelor’s degree in Facilities Management, Engineering, Building Services, Property Management or a related discipline.

• At least two to three years of relevant experience in facilities, building maintenance or property operations.

• Basic knowledge of electrical, plumbing, air-conditioning, fire safety and general building systems.

• Familiarity with relevant safety, building and regulatory requirements.

• Experience coordinating contractors and service providers.

• Good organisational, problem-solving and follow-up skills.

• Able to manage multiple tasks and respond calmly to urgent operational issues.

• Proficient in Microsoft Office.

• Willing to provide support outside normal working hours when urgent facilities matters arise.

• Experience in a school or similar environment would be an advantage.