Overview
School Facilities Manager – Location: - In coordination with stakeholders: ISP Iberia Regional Team; School Leadership Teams, Principals, Regional Head of Property and Procurement, and other relevant stakeholders across the regional school network; Third Party Vendors.
Reporting Line:
* Direct: Head of School/Deputy Head of School & Head of Finance
* Functional: Regional Facilities Manager and Regional Head of Property & Procurement
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.
The School Operations/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.
ISP Principles:
* Begin with our children and students. Their success is our success. Well-being and safety are essential for learners and learning.
* Treat everyone with care and respect. Promote well-being and inclusivity.
* Operate effectively. Apply policies and procedures to maximise impact.
* Learn continuously. Engage in personal and professional development and school improvement.
Key Responsibilities
1. LICENSING, INSPECTIONS & COMPLIANCE
* Ensure 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 so inspections and checks are carried out, documented, and up to date, and validate all documents uploaded to the system.
* Ensure any possible non-compliance is delivered and documented timely.
* Ensure facilities are ready for any planned or unplanned inspections.
* Remain in compliance with the company’s standards and all guidelines.
* Guidelines for standards are set in accordance with ISP/School Policies, Technical manuals, and MoE/ISP Health & Safety Audits.
* Proactively identify and raise any Health & Safety or safeguarding risk, collaborating with H&S and the Regional Team.
* Follow ISP procurement policy and raise Procurement Orders (LPOs) as required.
* Coordinate Health & Safety and Fire Safety inspections to renew the school license; ensure supporting documentation compliance reports are received before authorising payments to subcontractors and uploaded to Quionia.
2. CAPEX PLANNING
* Strategic thinking to elaborate and submit to the Regional Team the Five-Year Development Plan (5YPD) in collaboration with the SSLT.
* Small-item Capex budgeting in collaboration with the SSLT.
* Collaborate with the regional team to deliver major Capex projects within budgeted cost, scope, quality, and time.
3. MAINTENANCE
* Manage Building Management System (BMS) software, if applicable.
* Lead, support and oversee maintenance and cleaning teams at schools.
* Supervise outsourced services’ delivery in accordance with SLAs.
* Monitor, liaise and report to maintain standards of specialist subcontractors (e.g., pool maintenance, security, transport, waste management, cleaning).
* Ensure timesheets are monitored, and any potential risk is highlighted to SSLT & HoP Iberia.
* Ensure the school delivers planned in‑house/outsourced maintenance tasks and they are correctly uploaded.
4. CLEANING & HYGIENE
* Ensure cleaning and hygiene tasks are performed as per defined weekly routines.
* Create written procedures for cleaning of teaching and non-teaching spaces.
* Drive water quality testing, kitchen sanitisation, pest control, and medical service waste disposal to meet regulations.
* Supervise cleaning staff to ensure quality and efficient service.
* Establish KPIs to monitor and report service levels to SSLT and the Regional team.
5. SECURITY
* Ensure the school has a security program addressing all aspects of security (access control, transportation management, video surveillance, emergency protocols, drop-off/pick-up traffic, staff/adult policy adherence).
* Support the H&S Coordinator in establishing security emergency response protocols and staff training; provide clear instructions to address internal and external risk factors.
6. BUDGET & COST CONTROL
* Facilities Opex budgets and forecasts supporting the Head of Finance and the regional team with requested information.
* Responsible for correct allocation of property-related budgets, ensuring funds are available to carry out planned activities (licences renewal, payroll, preventative maintenance, H&S audits, security, cleaning, hygiene, pest control and landscaping, and related services, products, and supplies).
* Produce the school’s property budgets annually and ensure they reflect revised internal programs for preventative maintenance, security, cleaning, hygiene, pest control, and landscaping services and supplies.
* Monitor budget expenditure, take timely decisions and advise to avoid variances monthly.
* Set cost-saving targets (e.g., 2% annual reduction) through maintenance optimisation and procurement negotiations.
7. ENVIRONMENTAL & SUSTAINABILITY
* Promote, lead and report sustainability initiatives within the school community with a focus on student learning and engagement.
* Drive initiatives to reduce CO2 footprint and embed a continuous improvement and energy efficiency culture; all changes must be reported.
8. LEADERSHIP & MANAGEMENT
* Provide training and ongoing feedback to facilities staff; ensure coaching and development.
* Maintain positive and effective communication at all levels.
* Respond to school needs with a customer-service focus; communicate and drive ideas with understanding of diverse cultural requirements.
* Meet and, where possible, exceed parental/student/staff expectations; ensure verbal instructions are followed by tangible follow-ups (email/minutes).
* Occasionally attend weekend school events as required by facilities needs.
* Communicate plans for improvements to senior management and the maintenance team.
* Ensure all student/staff/parent expectations are not compromised by reactive planning.
Other Responsibilities
* Be the primary interface within the Operations Team coordinating with third-party FM providers under the Head of Property – Iberia; assume responsibilities of listed items above.
* Understand the MEP infrastructure to respond to operational requirements legally, practically and affordably as per ISP policies and budget constraints.
* Provide seamless coordination within the school to support safe and professional academic activity with minimal disruption.
* Supervise maintenance/service level agreements across all school management areas as laid out by the organizational structure.
* Identify and drive procurement initiatives in coordination with regional procurement to achieve cost savings or avoidance.
* Support in preparing information for central procurement initiatives.
* Manage or support operational contingencies as needed.
* Liaise with HR/SLT to ensure staff accommodation needs are met.
* Perform other tasks as required.
Skills, Qualifications and Experience
1. Person specification:
* S Speak clearly and concisely; listen to and understand information and ideas as presented verbally.
* Communicate information clearly in writing; read and understand written information.
* Work with or contribute to a team to complete tasks.
* Plan, organise and prioritise time and workload to meet deadlines.
* Deal with people with sensitivity, respect, tact, and professionalism; avoid conflicts of interest.
* Ensure compliance with FM contract terms, policies, and procedures.
* Decide or solve problems using logic; identify facts, explore alternatives, and propose quality solutions.
* Supervise others by assigning work, evaluating contractors, and taking corrective actions.
2. Qualifications
* Bachelor’s degree; technical background.
* Training or Master’s degree in Facilities Management is a plus.
* Senior technician experience in maintenance of thermal installations would be highly valued.
3. Experience
* Minimum 2 years in Facilities Management; desirable 5 years.
ISP Leadership Competencies
* Collaboration – active participation and teamwork; build positive relationships to solve problems.
* Learning & Getting Better – commitment to learning and development using evidence and feedback.
* Innovation Leadership – create an environment for ideas and drive from creation to completion.
* Outcome driven – exceed goals and KPIs.
* Resilience – handle setbacks calmly and effectively.
* Community Focus – meet and exceed needs of students and families.
* Integrity & Ethical Management – work with integrity and model ISP values.
Other points:
* Support and reinforce key messages related to Operational, Health & Safety and Sustainability initiatives via FM Teams.
* Lead by example and maintain Best & Safe Work Practice.
* Ensure administrative housekeeping by the FM Team reflects a professional approach.
* Attend weekly operational meetings following a set agenda.
* ISP Commitment to Safeguarding – safeguarding and promoting welfare of children; all post holders are subject to vetting and background checks.
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