Facilities & Maintenance Executive

Role Overview

Maintains the school's facilities, oversees cleaning and security operations, and supports daily operational needs to ensure a safe, clean, and well-functioning environment for students, staff, and visitors. Acts as the on-the-ground owner of the physical campus — first responder for maintenance, cleaning, and access issues. Reports to the Operation Director (Jared Lee). Currently held by Kan Qi Min.

Key Responsibilities

• Oversee the maintenance and upkeep of all school facilities to ensure functionality and safety
• Coordinate and monitor cleaning services to maintain cleanliness standards across the school
• Manage and liaise with security personnel to ensure a safe and secure environment
• Attend to maintenance requests and resolve issues in a timely manner
• Support daily operational needs including basic logistics and setup requirements
• Conduct routine checks to identify and prevent potential facility issues
• Ensure proper usage and care of school equipment and spaces
• Assist in operational support for events when required

Processes

FM01 — Maintenance Management

Frequency: ongoing; respond same-day Approval: autonomous (minor); the Operation Director (major repairs, contractor cost) Tools: maintenance request system / tools / contractor list Coordinates with: Operations Manager, external contractors, requesting staff

1. Receive maintenance requests via system or direct reporting
2. Assess issue urgency and prioritise accordingly
3. Troubleshoot and resolve minor issues internally
4. Coordinate external contractors for major repairs
5. Track progress and ensure completion
6. Update status and close requests in the system
7. Conduct preventive maintenance checks regularly

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FM02 — Cleaning Management

Frequency: daily Approval: autonomous Tools: cleaning schedule / inspection checklist / supply log Coordinates with: cleaning vendor/team, Grocer Manager (supplies)

1. Coordinate the daily cleaning schedule with the vendor/team
2. Ensure all areas (classrooms, toilets, common areas) meet cleanliness standards
3. Conduct routine inspections and spot checks
4. Report and rectify cleaning gaps immediately
5. Monitor cleaning supply levels and trigger restocking via Grocer Manager
6. Provide feedback to vendor for performance improvement

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FM03 — Security Coordination

Frequency: daily Approval: autonomous; escalate incidents to the Operation Director Tools: access control / visitor log / incident report Coordinates with: security personnel, Operations Manager, the Operation Director

1. Liaise with security personnel on daily duties and expectations
2. Ensure proper access control for students, staff, and visitors
3. Monitor entry/exit points and the visitor management process
4. Report and escalate any security incidents
5. Conduct periodic checks on security coverage and effectiveness

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FM04 — Daily Operations Support

Frequency: daily Approval: Operations Manager (scope); autonomous (execution) Tools: ops checklist / setup equipment Coordinates with: Operations Manager, teaching staff

1. Check facility readiness before school operations begin
2. Support setup requirements for daily activities and classes
3. Respond to ad-hoc operational issues throughout the day
4. Coordinate with the operation team to resolve urgent matters
5. Ensure spaces are reset and ready after usage

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FM05 — Facilities Inspection & Preventive Maintenance

Frequency: weekly inspection; termly deep check Approval: the Operation Director (corrective work above threshold) Tools: inspection checklist / inspection log Coordinates with: Operations Manager, external contractors

1. Conduct scheduled inspections of all facilities
2. Identify wear and tear, risks, or potential breakdowns
3. Record findings and plan corrective actions
4. Follow up on repairs and improvements
5. Maintain inspection logs for reference and reporting

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FM06 — Event Support

Frequency: as needed (per event) Approval: Operations Manager Tools: event brief / setup equipment Coordinates with: Operations Manager, Grocer Manager

1. Receive event setup requirements from Operations Manager
2. Prepare venue (layout, basic setup, equipment support)
3. Assist during event for operational needs
4. Support teardown and restoration of the space