Operations Executive

Job Description

Title: Operation Executive

Reports to: Operation Manager (OM)

Department: Operation

Summary of Position

This position is responsible for assisting the Operations Manager in the daily maintenance of buildings and office services, ensuring a safe and high-quality environment. Additionally, it oversees school transportation, event setup, and asset management.

Duties & Responsibilities

Transportation management:

·     Oversee daily bus operations.

·     Manage bus drivers and LTAs, including scheduling, tasks, timesheets and payments.

·     Provide training, induction and annual evaluations for LTAs and drivers.

·     Address requests, feedback and complaints related to bus services.

·     Maintain transportation records and report to the OM.

·     Ensure the buses meet health and safety requirements (e.g., first aid kits, fire extinguishers, seat belts, camera…)

·     Arrange buses for school trips, events, CCA activities and other request.

Event set-up:

·     Receive requests and provide setup advice if needed.

·     Coordinate with event organizers on location, furniture, refreshments and staffing.

·     Work with vendors, maintenance, IT, security and cleaning teams to ensure proper setup.

·     Collaborate with the Operation team to arrange food for trips or events.

Building hygiene supervision:

·     Oversee the daily tasks, schedules and assignments of the cleaning team.

·     Inspect hygiene quality and address campus cleanliness requests or feedback.

·     Manage cleaning supply inventory.

·     Conduct daily facility checks and weekly housekeeping inspections, recording and reporting hygiene findings.

·     Plan the general cleaning before the breaks or holiday and adjust cleaning staff as needed.

·     Manage timesheets and payments for the cleaning team.

·     Support event cleaning arrangements.

·     Oversee garbage collection contracts, ensure service payments, and monitor waste sorting and daily disposal, including hazardous and medical waste.

Pest control:

·     Coordinate with the supplier to ensure the insecticide spraying schedule is followed and adjust when necessary.

·     Monitor insect activity and gather uses feedback on service quality.

·     Contact the service provider immediately if pests such as flies, mosquitoes, snakes, rats, termites, or three-chambered ants are detected.

·     Track and maintain insect control equipment and tools at the school and manage related payment.

 Asset management:

·     Oversee school assets, meeting rooms, classrooms and other facilities.

·     Work with the Maintenance Supervisor to manage asset movement records.

·     Handle administrative tasks related to property management as needed.

·     Assist the OM in ensuring the school has all necessary assets.

·     Monitor daily operation management requests and ensure timely completion.

·     Coordinate with procurement staff on furniture and fixture orders, distribution and handover.

·     Collaborate with the accounting department to conduct inventory checks.

Administrative functions:

·     Track and follow up on OM requests to ensure timely and proper completion.

·     Manage the monthly timesheet for the operation team.

·     Maintain databases and prepare reports as needed.

·     Process monthly payment requests for services managed by Operation Department.

·     Order refreshment for staff, cleaning suppliers and other office stationery as required.

·     Perform other tasks as assigned by OM.

Education and/or Experience:

·     Bachelor degree or equivalent education

·     Experience in administration, transportation management, event set-up is an advantage

·     Background in education, hospitality or logistic industry, hygiene is preferred

Skills, Capabilities & Traits

• Fluent in English (written and spoken), Vietnamese language is an advantage
• Strong sense of responsibility and self-initiatives
• Customer oriented personality
• Excellent communicator
• Time management and manage multitasks.