Job Profile: Facilities Manager
Description
The facilities manager is responsible for the maintenance of the property and buildings of
Dalat International School. He or she oversees the staff and everyday affairs of the
maintenance department. Additionally, the facilities manager is expected to be available for
emergency situations both on the campus property and at off-campus staff homes.
Performance Areas
A. Leadership and Administration: Provides leadership and direction for the structure of
the maintenance department. Oversees daily maintenance and long-term planning of the
school campus.
B. Organizational Development: Advises follow-through of maintenance requests,
evaluates need for outside contractors and plans for work during school breaks.
C. Fiscal and Resource Management: Oversees the financial needs of the maintenance
department through the administration and accounting of the department budget,
resources, and equipment.
D. Communication and Public Relations: Works with the director, director of
development and the school board to promote an attractive school campus and school
environment to constituents of the school community.
E. Human Resources: Screens, trains, develops, leads, mentors, supports and evaluates
maintenance staff so that each individual is professionally effective.
F. School Safety: Ensures a safe campus and perimeter, regularly evaluating policies and
procedures regarding crises and emergencies.
G. Other: Performs other tasks as needed.
Task Inventory
This is a general list of most tasks and activities that the facilities manager is typically
responsible for over the span of an academic year.
Leadership and Administration:
 Serves on the School Management Team (SMT).
 Meets weekly with the director for short and long-term facility planning. Requests
approval from the director for any major items, new construction, extensive repairs or
significant renovations.
 Meets with the school board to discuss planning of future projects and long-term lease
of the land.
 Oversees the supervision of major building and/or maintenance projects.
 Formulates and carries-out a comprehensive, long-term plan for maintenance, upkeep
and/or replacement of electrical, plumbing, water, air conditioning, grounds care,
cosmetic upkeep and other aspects of maintaining buildings and grounds.
 Ensures ongoing maintenance of buildings and grounds is in compliance with the
school’s lease agreement and local codes.
Organizational Development:
 Oversees the daily work completed by maintenance and yard staff.
 Advises follow-through on maintenance repair requests.
 Supervises maintenance requests at staff homes. Seeks assistance from business
comptroller in matters involving shared expense by landlords.
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Oversees emergency situations in conjunction with the maintenance supervisor.
Innovates and implements policies and procedures of the maintenance department.
Initiates and recommends work to be contracted out.
Calls for tenders and the hiring of outside contractors.
Plans in advance for projects requiring completion during school breaks
Fiscal and Resource Management:
 Oversees and manages the maintenance department finances.
 Submits yearly budget to the director for approval.
 Verifies all expenditures prior to the invoices being submitted to the finance office.
 Checks the budget analysis monthly.
 Properly catalogs all new materials, furniture, and equipment and maintains a
resource inventory.
 Keeps monthly and annual records of orders, invoices, and expenditures.
 Develops and implements a system for cataloging school keys, providing key
personnel with appropriate copies (e.g. school receptionist, director).
Communication and Public Relations:
 Reports to the school board all relevant information regarding short and long-term
facility plans. Submits quarterly reports to the school board for review.
 Requests of the director to report upcoming renovation/construction projects,
reorganization of facilities and other relevant information to staff via mass e-mail
and/or combined staff meetings.
 Assists various constituents and/or organizations with facility coordination for special
events (e.g. Parent Teacher Organization, student council, Spiritual Emphasis Week,
Missions Emphasis Week, athletic tournaments, art shows, concerts and
performances, official school events such as Open House and anniversary
celebrations, development events, etc.)
 Responds to e-mail requests in a timely manner.
 Informs staff of any major items, especially those that may cause disruptions to the
daily work.
 Communicates work request procedures at the start of each semester. Communicates
need-to-know information for new staff.
Human Resources:
 Attends all national staff supervisory meetings.
 Meets with the maintenance supervisor to review daily routines.
 Supports the maintenance supervisor with staff related issues.
 Ensures that all staff members are working in a safe manner.
 Gives approval for all staff leave of absences requests.
 Writes up a yearly evaluation of the maintenance supervisor.
 Initiates and assists the director and deputy director and national staff human
resources coordinator in the hiring and/or firing of maintenance staff.
School Safety:
 Supervises regular maintenance of the school’s swimming pool, ensuring safe
chemical use and proper fencing and other safety measures.
 Monitors safety of school playground equipment.
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In cooperation with the security supervisor, maintains contractual arrangements and
regular maintenance of closed circuit surveillance system on campus perimeter.
Provides for continued use of mosquito control equipment. Works with local
authorities in ensuring campus is free of standing water risks.
Maintains a working relationship with local fire and police to provide opportunities
for safety training and to ensure timely response in cases of emergency.
Oversees regular maintenance of smoke alarms and fire extinguishers on campus.
Provides opportunity for staff to maintain fire extinguisher and other fire safety
procedures in off-campus homes.
Attends to emergency needs resulting from storm damage, fallen tree limbs, debris
from neighboring buildings, etc.
Works with the residence supervisors and security supervisor to ensure safe vehicle
use and passage on campus, appropriate and safe parking, especially in cases of
school events when vehicle traffic is increased.
Assesses and provides for safe signage and markings for crossings and parking.
Monitors need for animal control and protection from snakes, monitors, monkeys and
other wild creatures which may pose safety concerns.
Other:
 Maintains current and up-to-date Master Planning Arrow for facilities.
 Attends school’s professional development program. Develops and implements a
professional development plan.
 Performs other tasks as needed or requested by the director.
Reports To
The Head of School
Qualifications
Required qualifications of the facilities manager include the following:
 Proven administrative skills and leadership ability;
 Strong organization, communication and technology skills;
 Experience in construction and/or maintenance.
Preferred qualifications of the facilities manager include the following:
 Certification in a trade;
 Experience in an educational setting;
 Experience working in a cross-cultural environment.