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Administrative Services & Facility Manager

International School Ho Chi Minh City (ISHCMC)
Updated: 19/07/2018

Employment Information


  • Insurance
  • Travel opportunities
  • Allowances
  • Employee Shuttle Service
  • Uniform
  • Incentive bonus
  • Health checkup
  • Training & Development
  • Salary review
  • Annual Leave
  • Sport Club

Job Description

The job/role holder has responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Child Protection Officer/Designated Safeguarding Lead or to the Head or indeed to the Regional CEO so that a referral can be made accordingly to the relevant third party services.

Position Objective

The Administrative Services & Facility Manager leads and manages the facilities management program of the school (Capex & Opex), provides operational oversight for all aspects of Facility Management service delivery. The Administrative Services & Facility Manager is also responsible for Health and Safety / Fire & Safety protocols (policies & procedures)

The Administrative Services & Facility Manager interacts closely with the Health Center Manager, Designated Safeguarding Lead (DSL), and other school’s stakeholders ensure to deliver quality services defined within the facilities management frameworks and programs. The Administrative Services & Facility Manager will have a lead role with the relevant local authorities, and work with the Health and Safety Manager – Asia and take a lead role in the annual H & S audit and regular site visit.


The Administrative Services & Facility Manager has responsibility and oversight of the school premises, manages and administers the day-to-day running of the school facilities, resource planning, operation readiness and administrative services such as security guard, cleaning, maintenance and transport (school’s drivers).

  • Attend Health and Safety meetings for both campuses.
  • Write the Health and Safety report for monthly business review meetings.
  • Keep up to date the Health and Safety audit documents
  • Work proactively to maintain a quality facility for student learning

The Administrative Services & Facility Manager reports directly to the Vietnam Estates Manager and the Head of School on a regular basis, and perform a full range of duties, including but not limited to:

Maintenance and operations of facilities and equipment

To oversee M+E term contractors on preventive and breakdown maintenance for Mechanical, Electrical, ACMV and general building service:

  • Monitor and ensure all procedures and performance measures to maintain the building grounds and related resources and ensure effectiveness of use of space, facilities and grounds.
  • Ensure development and monitoring of the Site Maintenance Preventative Plan.
  • Ensure proper procurement and vendor compliance with agreed contracts and implementation and/or progress plans.
  • Implement operations procedures effectively to ensure service standards are maintained
  • Co-ordinate building repair and maintenance works with contractors, vendors and staff; ensure all ad hoc maintenance is completed as per the agreed timeframes.
  • Assist in the management of all Facilities vendors on site ensuring they perform to the required standards –less school disruption and minimum impact to students, teachers and staff.
  • Work with Aquatics & Activities Directors in managing swimming pool to ensure that quality standards meet the H&S regulations.
  • Ensure proper provision and function of utilities, essential supplies and communication infrastructures. Assist in developing improvement plan for the use of space, facilities and grounds.
  • Complete weekly and monthly facility and maintenance reports or/and other reports as required.
  • Take a lead role in all aspects of crisis management of the campus.
  • Work with the Catering Company “Global Café” in the management of the facilities to ensure that quality standards of hygiene are maintained.
  • Deliver all relevant training to staff.
  • Attend and report at the SLTO and Health and Safety Meetings. Attend all other meetings as requested.
  • Any other role or responsibility deemed appropriate by the Head of School.

Cleaning Service

To oversee cleaning staff and/or the cleaning contractor to ensure the cleanliness and hygiene of the campus is kept to the highest standard with day to day close monitoring of cleaning operations and activities

Security Service

To oversee security guards and/or the security contractor to ensure the effective security of the campus with day to day close monitoring of security operations and activities.

To develop and implement traffic management plan for both school campuses.

Health & Safety

To oversee matters pertaining to health and safety to ensure adherence to established policies and procedures.

  • Be responsible for updating and implementation of all Health & Safety policies and procedures as required by Cognita; completion of records and ensuring regular reporting is completed as required.
  • Oversee and monitor contract and operations of security system, fire alarm and related systems, the maintenance of the swimming pool, and the canteen.


· Management – execute plans

· Health and Safety Manager - Asia

· Health Center Manager, DSL, Aquatics & Activities Directors, and other related functional managers – collaboration

· Students, teachers, parents – resolve complaints, provide information

· Outside contractors/venders – corporation and supervision

Working Conditions

· Indoor / outdoor

· Moving around a large campus

· Offsite meetings may be required

· Being able to work flexible hours (after school hours, weekends, school holidays etc.)

Employment Condition:

Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed. Appointment is subject to an enhanced Disclosure and Barring Service (DBS) check for regulated activity (if the candidate has lived in the UK) and/or criminal/police or equivalent background checks for all other countries inhabited (irrespective of whether you worked in those countries)

Job Requirement

Position Requirements

·         Knowledge and experience in facilities management, vendor management and general operations EHS, fire safety, security systems

·         Holding up to date Health and Safety qualifications and certifications

·         Good leadership, interpersonal and staff handling skills

·         Able to work independently or in a team, multi-task and motivate staff

·         Fluent in English and Vietnamese both speaking and writing

·         Administration and information technology

·         Being attentive to details


·         Bachelor’s Degree in Construction/Engineering/Industrial Management with solid knowledge of local occupational safety requirements or other relevant experience.

·         10  years management experience of facilities management in an international school or other relevant experience would be an advantage

More Information

  • Degree: Bachelor
  • Age: Unlimited
  • Job type : Permanent

Company Overview

International School Ho Chi Minh City (ISHCMC)

www.ishcmc.comCompany size: 300-500
Employment Condition: Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers...Detail

Administrative Services & Facility Manager

International School Ho Chi Minh City (ISHCMC)

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