Deputy Operations Manager at Greensprings School

Job Brief

• The candidate will ensure that service requests and repairs are made correctly and in a timely manner. Consistently maintains a positive relationship with all members of staff, parents and students to ensure excellent customer service.
• She/he will spend the majority of the time supervising the work of other operations staff and outside contractors and vendors while performing general management functions as assigned by the Operations Manager.
• She/he will assist the overall team effort in any way possible.

Responsibilities

• Assist the operations manager in the planning and management of the organizations central services such as maintenance, purchasing, environmental and catering implementing best practice processes to increase efficiency
• Assist operations manager in supervising multi-disciplinary teams of staff including maintenance, purchasing, environmental and catering workers
• Assist operations manager with staff development through continuous motivation and training; assist with counseling sessions to ensure the team is effective
• Prepare staffing schedules consistent with organizations needs under supervision of operations manager
• Assist operations manager with regular staff evaluations
• Communicate professionally and delegate effectively with staff members
• Coordinate and lead one or more teams to cover various areas of responsibility
• Assist the operations manager in implementing an operations management program including preventative maintenance and life-cycle requirements
• Maintain an organized, clean and safe environment conducive for learning and teaching
• Respond appropriately to emergencies or urgent issues as they arise and dealing with the consequences.
• Conduct and document regular facilities/equipment inspections
• Ensure compliance with health and safety standards and industry codes
• Monitor maintenance and repair of facilities and equipment
• Assist operations manager in overseeing facilities refurbishment and renovations
• Assist operations manager with department budgeting and reforecasting as required
• Work with operations manager to adhere to budget guidelines and obtain competitive bids on major expenses
• Purchase supplies as necessary using standard purchase order system and proper bidding procedures under supervision of operations manager
• Assist operations manager with recording and monitoring inventory of parts and supplies and appropriate levels
• Participate in departmental meetings
• Assist operations manager in collating weekly reports for the various sections
• Work with operations manager to ensure physical condition of school premises and properties are maintained according to company operating and safety standards
• Assist operations manager with organizing and prioritizing service requests; ensure all service requests and repairs are made correctly and in a timely manner
• Help operations manager oversee completion of service requests in optimum time
• Inspect grounds, buildings, equipment and other property features as required to minimize liability concerns
• Obtain quotes and tenders from vendors and suppliers
• Calculate and compare costs for goods and services to maximize cost-effectiveness
• Coordinate and monitor activities of contract suppliers
• Check that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies
• Ensure delivery schedules, quantity and quality criteria are met
• Other tasks as assigned by the operations manager

Education and Experience

• B.Sc/HND in Facilities Management, Facilities Engineering, Hospitality Management, Procurement Management, Estate Management or related qualification such as project management, business management or construction management

Experience:

• Working knowledge of principles and practices of project management
• Working knowledge of principles and practices of business administration
• Supervisory experience
• Experience in construction, maintenance and all facets of facility operation
• Sound knowledge of health, safety and environmental regulations
• Working knowledge of procurement and contracts
• Fully conversant with writing procedures for maintenance as well as be fully conversant with Microsoft Office package, including advanced excel formulas.
• Basic knowledge of financial principles and practices
• Record keeping and reporting.

Competencies/Skills:

• Communication skills
• Planning and organizational skills
• Negotiation skills
• Problem analysis
• Decision-making
• Judgement
• Customer service orientation
• Adaptability
• Peoples management
• Team work