Operations Assistant

Job Objective

The position holder will be responsible for providing administrative support that ensures the smooth day-to-day functioning of campus services, including: security supervision, facility management and maintenance, asset management, and coordination of operations to support activities in the Campus. Reporting to the Campus Director, the role will include, but is not limited to, the following responsibilities:

Duties and responsibilities

• Assist in ensuring optimal space planning and utilisation by allocating offices, classrooms, or other spaces optimally.
• Managing utilities by monitoring all consumables, including but not limited to hospitality consumables, water, fuel and electricity usage to reduce costs and improve sustainability.
• Ensure health, safety, and environmental compliance, minimising risks to occupants.
• Assist in checking the standards of work by outsourced services such as cleaning, landscaping, security, repairs and waste collection and report to the Campus Director.
• Assist in managing assets and inventory through keeping records of Campus assets such as furniture, equipment, fixtures and fittings, including noting and seeking approval from the Campus Director on any movement.
• Conducting regular facility inspections to identify repair or improvement needs.
• Assist in ensuring emergency preparedness and response by maintaining fire safety systems, evacuation plans, and first-aid readiness.
• Assisting in, supporting, coordinating and hosting approved activities in the Campus by providing appropriate facilities, hospitality services, while ensuring security and proper use of University facilities.
• Ensure access control by managing entry and exit points to ensure authorised access only during authorised times.
• Conduct surveillance through patrols, monitoring CCTV systems, and alarm networks to detect suspicious activity and respond promptly to incidents or breaches.
• Ensuring that students, staff and visitors are guided to maintain order and accountability.
• Ensure that students are in the appropriate dress code, and behave appropriately around the campus and report any contraventions to the Campus Director.
• Ensuring all locks, alarms, and monitoring systems are functional.
• Implement preventive maintenance by scheduling inspections and servicing to prevent breakdowns of building fixtures and equipment.
• Liaising with the Construction and Facilities Officer and the Campus Director to ensure prompt repair of faults, leaks, or damages when they occur.
• Assist in supervising grounds and structural upkeep during painting, landscaping, cleaning, construction or refurbishments.
• Maintenance of a clean, green, and environmentally friendly compound. This includes overseeing the plant nursery, planting and care of trees and vegetation around the campus, and maintaining accurate records.
• Any other duties may be assigned from time to time by the supervisor or as captured in the detailed job description.

Qualification and Experience

• A minimum of a Diploma in Real Estate Management, Property Management, Security Studies or a related field from an accredited institution.
• A minimum of two (2) years’ experience in facilities management.
• Proficiency in computer applications (MS Office, email, data entry).
• Demonstrated experience in report writing and record keeping.
• Excellent written and verbal communication skills.