Assistant To The Facilities Director At American International School Of Lagos

Key Responsibilities:

• Provide high-level administrative and operational support to the Facilities Director/department
• Coordinate campus operations, ensuring that buildings, grounds, and residential flats are maintained to high standards of safety, cleanliness, compliance, and operational efficiency.
• Assist in managing staff housing, including assignments, maintenance, and compliance with local regulations.
• Oversee maintenance requests, repairs, and preventive maintenance schedules.
• Track attendance and work schedules of maintenance and custodial staff to ensure proper staffing and timely completion of tasks.
• Supervise custodial and maintenance staff, providing guidance and support as needed.
• Manage vendors for maintenance, cleaning, and facility-related services, ensuring quality and cost-efficiency.
• Support procurement processes via Procurify, including monitoring budgets, orders, and approvals.
• Assist in planning and executing facility improvement projects and campus renovations.
• Ensure compliance with health, safety, and environmental regulations across campus facilities and staff housing.
• Coordinate across departments to resolve facility-related issues and maintain smooth operations.
• Support international staff housing management, including onboarding, housing orientation, and ongoing support.

Administrative Support

• Provide daily administrative support to the Facilities Director, including calendar management, scheduling, and report preparation.
• Handle correspondence and communications on behalf of the Facilities Director.
• Maintain documentation related to campus facilities, maintenance, and staff housing.
• Track attendance and work schedules of maintenance and custodial staff to ensure proper staffing levels and timely completion of tasks.
• Monitor staff performance and report any attendance or operational issues to the Facilities Director.

Campus and Staff Housing Management

• Oversee staff housing allocations, occupancy records, and maintenance schedules.
• Coordinate move-ins, move-outs, and housing-related requests.
• Ensure compliance with housing policies and facilitate communication between staff and facilities teams.
• Assist the facility director in monitoring and resolving housing or campus facility concerns promptly.
• Oversee the maintenance and upkeep of staff housing units (flats).
• Assist the facility director in coordinating cleaning, repairs, and preparation of flats for incoming and departing staff.
• Assist the facility director in conducting regular inspections of staff housing to ensure safety and proper maintenance.
• Supervise custodial staff responsible for cleaning staff flats and residential areas.
• Maintain inventory of furniture, appliances, and fixtures in staff housing units.

Maintenance Requests

• Receive, track, and coordinate maintenance requests from staff and campus departments.
• Assign tasks to facilities staff or external contractors and ensure timely completion.
• Maintain accurate records of maintenance activities and provide updates to the Facilities Director.
• Identify recurring issues and propose improvements to campus operations.

Procurement and Purchase Orders

• Manage the Procurify platform for purchase requests, approvals, and order tracking.
• Coordinate with vendors, facilities teams, and finance to ensure timely procurement.
• Maintain accurate purchase order records and assist with budget tracking and reporting.

Operational Coordination

• Liaise with facilities staff to support maintenance, renovations, and operational projects.
• Assist in planning and executing campus events or projects requiring facilities support.

Qualification & Training

• A Bachelor's degree in Facilities Management, Engineering, Business Administration, or a related field.
• Experience or background in the international education sector or international operations is highly desirable.

Preferred:

• Experience managing staff housing, campus facilities, and maintenance operations, including cleaning and custodial services.
• Knowledge of local housing regulations and vendor management.
• Experience working with international staff housing and coordinating support for diverse teams.
• Familiarity with procurement processes and facility management software, such as Procurify.