Admin Assistant - Facilities

Embrace and encourage the ethos and standards of excellence as defined in the GEMS Core Values.
 In conjunction with School Operations Manager, develop a system for cleaning, repair and
maintenance of school facilities, both during term time and over school holidays for major
operations.
 Coordinate all building maintenance issues ensuring that safety and security systems are in place
and maintained according to the Preventive Maintenance Schedule and that the water, sanitation
and electrical systems are safe and meet relevant Ministry Regulations.
 Assess the current condition of electrical, air conditioning, plumbing and other essential facilities
and equipment, ensuring regular maintenance and service schedules are followed. Liaise with
procurement team to consolidate all annual maintenance contracts and maintain the expected
quality from all suppliers.
 In conjunction with the School Operations Manager, coordinate and supervise, where appropriate,
the allocation of work, and formulation of work schedules of ancillary employees and subcontractor personnel to ensure adequate coverage at all times.
Page 2 of 3 GEMS Job Description / (password: gems)
 Supervise the day to day operations of the allocated support staff accommodation facility ensuring
that residents’ welfare is maintained at all times and that all legal, HSE and related policies are
adhered to thereby providing a safe and secure environment for the residents.
 Be on call for staff and campus emergencies.
 Receive all repair and maintenance requests from staff relating to the school building, staff housing
and campus facilities in general. Prioritize and coordinate work schedules to a high level of
efficiency and customer satisfaction.
 Coordinate the school’s transportation requirements to ensure that all students and employees are
transported to and from the school in a safe and effective manner. Supervise the STS school
representative and transport foreman to ensure the provision of a high level of service to parents.
 To support the school admin team in improving the adherence to the GEMS school policies on
procurement. Advise disposal / condemnation of old / unused assets in a timely manner and in line
with the assets disposal policy, and encourage procurement automation system and support to
implement the system in GEMS at the earliest possible.
 Assist and co-ordinate through the School Operations Manager to ensure that health, safety and
hygiene mechanisms are effective so as to provide a safe environment for students. The guide lines
from government authorities with regards to health and safety are to be effectively communicated
to schools and ensure the schools follow it without fail.
 Implement all Emergency programs; ensure all equipment is maintained, conduct inspection and
drills, ensure compliance with codes and regulations, and train all employees to ensure a safe
environment which protect company assets and personnel.
 Ensure the GEMS policies, procedures, and codes of conduct are followed at all times.
 Initiate effort and energy beyond the typical work day, where the tasks require additional
commitment.
 Attend staff meetings and serve on committees as required.
 Perform other duties as requested by direct & dotted reporting line managers / supervisors.

No specific qualifications are required for the role but a good
standard of general education is necessary as is a solid knowledge
of Dubai and its characteristics.

Skills required:
Fluent English communication skills. Attention to detail with
diligent follow up, and able to execute in a timely manner. Skilled in
multi-tasking and handling pressure. Capable of influencing people

GEMS Education is committed to safeguarding and promoting the welfare of all of its students and staff. A UK-enhanced DBS or equivalent police check is a pre-requisite for all appointments.

Administration