Operations Officer at Stella Maris High School

Reports To: Executive Director / School Management

Stella Maris Schools is a leading educational institution committed to academic excellence, character development, innovation, and the provision of a safe, efficient, and supportive environment in which students and staff can thrive.

We are seeking an experienced, highly organized, proactive, and results-driven Operations Officer to oversee the school's day-to-day operational activities and ensure that facilities, services, processes, logistics, and administrative functions operate efficiently and to the highest professional standards.

The successful candidate will be a strong leader and problem-solver who can coordinate multiple departments, manage service providers, improve operational systems, control costs, and ensure that the school's physical and operational environment consistently meets the expectations of students, parents, staff, and management.

Job Summary

The Operations Officer will be responsible for the effective planning, coordination, supervision, and continuous improvement of the school's operational functions.

The role will oversee facilities and maintenance, transport and logistics, security coordination, cleaning and sanitation, procurement support, school events, utilities, operational vendors, health and safety coordination, and general administrative operations.

The Operations Officer will work closely with the Executive Director and relevant departmental heads to identify operational needs, resolve issues, implement efficient processes, and ensure that the school operates safely, professionally, and cost-effectively.

Key Responsibilities

Operational Management

• Oversee the school's day-to-day non-academic operations and ensure smooth service delivery.
• Develop and implement operational procedures, systems, and standards.
• Coordinate operational activities across departments and ensure effective interdepartmental collaboration.
• Monitor operational performance and promptly address inefficiencies, disruptions, and service failures.
• Establish clear service standards and ensure that departments and service providers meet agreed expectations.
• Identify operational risks and implement appropriate mitigation measures.
• Prepare regular operational reports for management.

Facilities & Maintenance Management

• Oversee the maintenance and upkeep of school buildings, classrooms, offices, laboratories, recreational areas, staff facilities, and other physical infrastructure.
• Develop and implement preventive maintenance schedules.
• Coordinate repairs, renovations, installations, and facility improvement projects.
• Conduct regular inspections of school facilities and identify maintenance requirements.
• Ensure that plumbing, electrical systems, air conditioning, water supply, generators, elevators, and other essential infrastructure are properly maintained.
• Monitor contractors and maintenance service providers to ensure quality and timely delivery.
• Maintain accurate records of maintenance activities, warranties, service agreements, and facility assets.

Health, Safety & Security

• Promote a safe and secure environment for students, staff, parents, and visitors.
• Coordinate with the school's security personnel and security service providers.
• Monitor compliance with school safety procedures.
• Support the development and implementation of emergency response, evacuation, fire safety, and disaster preparedness procedures.
• Ensure appropriate fire safety equipment, emergency exits, first-aid provisions, and safety signage are maintained.
• Coordinate periodic safety inspections and drills.
• Escalate serious safety, security, or emergency incidents promptly to management.
• Support investigations into operational accidents, incidents, and safety breaches.

Transport & Logistics

• Oversee the school's transportation and logistics operations where applicable.
• Monitor school buses, official vehicles, drivers, routes, schedules, and vehicle maintenance.
• Ensure vehicles are properly maintained, serviced, licensed, and insured.
• Monitor transportation safety standards.
• Coordinate logistics for school trips, excursions, events, meetings, and other official activities.
• Ensure timely movement of equipment, supplies, documents, and other operational resources.

Cleaning, Sanitation & Environmental Management

• Supervise cleaning, sanitation, waste disposal, landscaping, pest control, and general environmental services.
• Establish appropriate cleanliness and hygiene standards throughout the school.
• Conduct routine inspections of classrooms, offices, washrooms, recreational areas, kitchens, and common spaces.
• Ensure adequate availability of cleaning materials and sanitation supplies.
• Monitor outsourced cleaning and environmental service providers.
• Ensure that environmental and hygiene concerns are promptly addressed.

Procurement & Inventory Support

• Work with the Finance and Procurement functions to ensure timely availability of operational supplies and services.
• Identify operational procurement needs and prepare appropriate requisitions.
• Assist in obtaining and evaluating quotations from vendors.
• Monitor the delivery, quality, and quantity of goods and services received.
• Maintain appropriate records of operational supplies and equipment.
• Monitor stock levels of essential operational items and prevent unnecessary shortages or wastage.
• Promote cost-effective procurement and resource utilisation.

Vendor & Contractor Management

• Identify, coordinate, and monitor operational vendors, contractors, and service providers.
• Ensure vendors meet agreed service standards, timelines, and contractual obligations.
• Maintain an up-to-date database of approved operational vendors.
• Review vendor performance and make recommendations for renewal, improvement, or replacement.
• Escalate persistent vendor performance issues to management.
• Support contract administration and service-level monitoring.

Utilities & Resource Management

• Monitor electricity, water, internet-related operational dependencies, fuel, waste management, and other essential utilities in collaboration with relevant departments.
• Monitor generator operations and fuel consumption.
• Identify opportunities to reduce operational waste and unnecessary expenditure.
• Promote responsible and efficient use of school resources.
• Maintain records of utility consumption and operational expenditure where applicable.

School Events & Special Activities

• Coordinate the operational requirements for school events, ceremonies, examinations, conferences, meetings, and other major activities.
• Ensure venues, seating, equipment, security, cleaning, transportation, power, and other logistical requirements are adequately provided.
• Develop event operational checklists and timelines.
• Coordinate internal teams and external service providers during major events.
• Conduct post-event reviews and document lessons learned.

Operational Policies & Procedures

• Develop, review, and implement operational policies, Standard Operating Procedures (SOPs), checklists, and service standards.
• Ensure operational procedures are communicated effectively to relevant employees.
• Regularly review operational processes and recommend improvements.
• Ensure appropriate documentation and record-keeping across operational functions.

Business Continuity & Emergency Preparedness

• Support the development of business continuity and emergency response plans.
• Identify critical operational dependencies and potential points of failure.
• Coordinate emergency preparedness exercises and drills.
• Ensure contingency arrangements exist for essential services.
• Participate in the management of operational emergencies and disruptions.

Team Leadership & Supervision

• Supervise operations personnel and coordinate the work of operational teams.
• Set clear expectations, responsibilities, and performance standards.
• Conduct regular team briefings and operational meetings.
• Monitor staff attendance, productivity, conduct, and service delivery.
• Identify training and development needs within the operations function.
• Work with HR to address performance, disciplinary, and employee-relations matters where necessary.

Continuous Improvement

• Conduct regular reviews of school operational processes.
• Identify opportunities to improve efficiency, quality, cost-effectiveness, and service delivery.
• Introduce appropriate systems and technology to streamline operational processes.
• Develop and monitor operational KPIs.
• Benchmark the school's operational practices against relevant industry and educational standards.
• Promote a culture of accountability, responsiveness, and continuous improvement.

Compliance & Risk Management

• Ensure operational activities comply with applicable laws, regulations, school policies, and management directives.
• Maintain appropriate operational documentation and records.
• Identify operational risks and recommend appropriate controls.
• Support regulatory inspections, audits, and compliance exercises where applicable.
• Ensure that contractors and service providers comply with relevant safety and operational requirements.

Qualifications

Education

• Bachelor's Degree in Business Administration, Operations Management, Management, Public Administration, Engineering, Facilities Management, or a related discipline.
• A Master's Degree in Business Administration, Operations Management, or a related field is an added advantage.

Professional Certifications – Preferred

Candidates with any of the following will have an advantage:

• Certified Operations Professional or equivalent
• Project Management Professional (PMP)
• PRINCE2
• Certified Facility Manager (CFM)
• NEBOSH or IOSH certification
• Supply Chain or Procurement certification
• Health, Safety and Environment (HSE) certification
• Relevant management or operations certification

Experience

• Minimum of 3 years' relevant professional experience, preferably with at least 1 year in a supervisory or management capacity.
• Demonstrable experience managing facilities, logistics, vendors, administrative operations, or multi-functional operational teams.
• Experience in a school, educational institution, hospitality organisation, corporate environment, or similarly complex organisation is highly desirable.
• Experience managing contractors and service providers is an advantage.

Technical Competencies

The successful candidate should have practical competence in:

• Operations management
• Facilities and maintenance coordination
• Vendor and contractor management
• Logistics and event coordination
• Health and safety management
• Risk management
• Procurement and inventory coordination
• Budget and cost monitoring
• Fleet and transportation coordination
• Business continuity planning
• SOP development and implementation
• Microsoft Office Suite, particularly Excel and Word
• Operational reporting and data analysis
• Project coordination and management tools

Core Competencies

• Strong leadership and people-management skills
• Excellent organizational and planning abilities
• Exceptional problem-solving skills
• Strong attention to detail
• Ability to manage multiple priorities simultaneously
• Excellent communication and interpersonal skills
• Strong negotiation and vendor-management skills
• Financial and commercial awareness
• Ability to work under pressure
• Proactive and solution-oriented mindset
• Strong sense of accountability and ownership
• High ethical standards and integrity
• Sound judgement and decision-making ability
• Excellent crisis-management skills
• Commitment to service excellence

Only shortlisted candidates will be contacted.

Stella Maris Schools is an equal opportunity employer committed to safeguarding and promoting the welfare of children. Successful candidates will be required to undergo appropriate background, reference, and other pre-employment checks before appointment.