Role Purpose
Ensure the correct operational and administrative functioning of the school through the management of suppliers, purchasing, logistics, maintenance and general services, providing transversal administrative support and operational assistance to families and stakeholders.
Repoting directly to the school director.
Main responsibilities
Purchasing, orders and inventory
· Management of orders previously approved by Management.
· Follow-up of deliveries and coordination with carriers; resolution of logistics incidents (including customs if applicable).
· Basic inventory control (stationery, school materials, consumables).
· Coordination of purchases of books, educational resources and subscriptions, ensuring correct cost allocation.
School transport and logistics
· Coordination of school transport logistics with external suppliers, including supplier negotiation.
· Management of incidents, operational changes and student enrollments/withdrawals from the transport service.
· Operational communication with families when required (in coordination with Management).
General services (catering, cleaning and others)
· Monitoring catering expenditure and weekly control of consumption/cost ratios.
· Supervision of the cleaning service (schedules, quality standards) and incident management.
· Coordination with maintenance and general service companies.
· Supplier negotiation.
Campaigns, events and trips
· Administrative support and monitoring of campaigns and events (e.g. Summer School, excursions, one-off activities).
· Organisation of transport bookings, tickets and services associated with trips and excursions.
Extracurricular Activities Management
· Full administration and management of extracurricular activities, including maintenance and updating of student enrollment and withdrawal records.
· Monitoring and control of student attendance as the basis for correct settlement and payment to teachers and instructors.
· Ongoing coordination with academic leads, identifying operational inefficiencies and proposing process improvements.
· Negotiation with extracurricular service providers, ensuring economic and operational conditions aligned with the school’s objectives.
· Definition, analysis and improvement of the extracurricular activities business model, in coordination with Summer School, SST and Marketing teams.
· Monitoring and analysis of KPIs, particularly sales and performance of summer programmes, in collaboration with SST and Marketing, to drive growth and profitability.
Student trips
· Planning and end-to-end management of student trips, including definition of sales prices, coordination and negotiation with suppliers (accommodation, transport, insurance and related services), and operational management of bookings.
· Monitoring of enrolments and control of trip execution, ensuring proper service delivery.
· Analysis and continuous improvement of the student trips model, with a focus on operational efficiency, cost control and student/family experience.
Summer School
· Operational and administrative management of the Summer School programme, including coordination and negotiation with external providers, definition of sales prices and monitoring of enrolments.
· Coordination of internal teachers and staff involved in the programme, as well as management of key operational aspects (e.g. menus and related services).
· Support in the analysis and improvement of the programme’s operating model, in coordination with the relevant internal teams.
Properties, compliance and tools
· Management of the Building/Property Information Management tool (e.g. Quionia).
· Validation of documentation uploaded to the tool and ensuring inspections and compliance reviews are up to date and properly documented.
· Support in the collection and consolidation of data related to Facilities, Procurement and ESG.
· Support to the Property Director in resolving facilities-related incidents.
· Coordination with the SST / Health & Safety team when applicable.
· Management of claims with insurance companies.
Operational support to families and administrative support
· Front-desk / in-person support to families for operational and administrative queries (documentation, incidents, services).
· File and documentation management and support to other departments.
· Operational communication with families (transport, incidents, logistics), referring financial matters to the Head of Financial Management and Billing.
· Support school reception during key parts of the day and substitute as necessary.
· Administer travel and accommodation arrangements for employees
Recruitment Process Support
· Checking and supervising the documentation received from candidates before proceeding with hiring.
· Manage the administration of staff onboarding
Skills and competencies
Service orientation and ability to coordinate with multiple stakeholders. Organisation, follow-up and incident resolution capability.
Ability to manage suppliers and prioritise tasks during operational peaks. Use of corporate tools (e.g. Quionia) and office software.
Fluency in English and Spanish.
CONDITIONS
- Full-time position
- Location: Castellón
- Type of contract: Permanent full-time
- Salary: €28,000–€30,000 gross per year