Assistant to the Facilities Director – Campus & Staff Housing at American International School of Lagos

Position Summary:

• The Assistant to the Facilities Director provides both administrative and operational support to the Facilities Director in managing the daily operations of campus facilities and staff housing.
• This role ensures that all buildings, grounds, and residential flats are maintained to the highest standards of safety, cleanliness, compliance, and operational efficiency.
• The Assistant to the Facilities Director provides high-level administrative and operational support, with a focus on campus operations, staff housing, maintenance coordination, and procurement processes using Procurify.

Qualifications/Profile:

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.
• Knowledge Base Strong understanding of facility management principles, including maintenance, safety, and operational efficiency.
• Knowledge of staff housing management and compliance requirements.
• Familiarity with vendor management and procurement processes, including experience with Procurify or similar systems.
• Understanding of health, safety, and environmental regulations relevant to campus operations.
• Awareness of best practices for custodial and maintenance supervision.
• Basic knowledge of budgeting, reporting, and record-keeping in a facilities context.
• Skills and Aptitudes Excellent organizational skills with the ability to manage multiple tasks and priorities efficiently.
• Strong attention to detail to ensure accuracy in maintenance tracking, procurement, and reporting.
• Effective communication skills, both written and verbal, for interacting with staff, vendors, and stakeholders.
• Problem-solving and decision-making abilities to address operational challenges promptly.
• Teamwork and interpersonal skills to collaborate across departments and supervise custodial and maintenance staff effectively.
• Technical proficiency with Microsoft Office and facility management software such as Procurify.
• Time management and initiative, with the ability to work independently and meet deadlines.
• Adaptability and flexibility to respond to emergencies or changing priorities on campus.
• Ability to work independently and as part of a collaborative team
• Personal Qualities Professional and approachable demeanor with strong interpersonal skills.
• Integrity and reliability, demonstrating trustworthiness in handling sensitive information and responsibilities.
• Proactive and self-motivated, taking initiative to anticipate needs and solve problems.
• Adaptable and resilient, able to remain calm and effective under pressure or in emergency situations.
• Detail-oriented, ensuring accuracy and high standards in all tasks.
• Service-minded, committed to supporting staff, students, and campus operations with a positive attitude.
• Collaborative mindset, able to work well with diverse teams and build constructive relationships.

Key Responsibilities:

• Provide high-level administrative and operational support to the Facilities Director.
• 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.
• Generate reports and provide updates on facilities operations, maintenance, and procurement activities.

Working Conditions:

• Based at AISL with occasional site visits as required.
• Flexible schedules may be required to support Facilities Director priorities.