Job Description
Title: Operation Executive 2
Reports to: Operations Manager (OM)
Department: Operation
Summary of Position
This position is responsible for assisting the Operations Manager in managing building maintenance, facilities, and office services, ensuring a safe and high-quality environment. The role also oversees event setup, fire safety, and asset management.
Duties & Responsibilities
Building Management
• Supervise the daily workflow, scheduling, and assignments of the Guard team.
• Ensure that building, instructional, and safety signages are properly displayed at all times.
• Conduct daily facility inspections and weekly housekeeping checks.
• Document and report all incidents, breakdowns, and health & safety risks.
• Oversee general maintenance activities, ensuring school buildings are well-maintained and in good condition, in coordination with the Operations Manager.
• Assist the Operations Manager in supervising and monitoring maintenance projects.
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 Operations team to arrange food for trips or events.
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.
Fire Prevention
• Maintain and update all required documentation in compliance with local fire department regulations.
• Coordinate with the maintenance team to ensure fire alarm systems and fire suppression equipment are fully operational.
• Assist the Operations Manager in planning and conducting fire drill practices at the school.
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 Operations 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, event set-up is an advantage
• Background in education, hospitality or logistic industry, hygiene is preferred
• Bachelor’s degree in Administration, Business, Facility Management, or a related field.
• Experience in facilities management, operations, administration, or event coordination.
Skills, Capabilities & Traits
• Fluent in English (written and spoken), Vietnamese language is an advantage
• Strong organizational and time management skills; ability to manage multiple tasks effectively.
• Excellent communication and interpersonal skills.
• Customer-oriented mindset with a service-driven approach.
• High sense of responsibility, initiative, and attention to detail.
• Strong problem-solving and coordination skills.
• Proficiency in MS Office; familiarity with basic facility management or project tracking tools is a plus.