Operations Executive

Company Overview / Employee Value Proposition

One World International School (OWIS), Singapore, is a private, co-educational day school catering to students from Early Childhood 1 to Grade 12 (ages 3-18). The school offers the IB Primary Years Programme, Cambridge International Examinations, and the IB Diploma Programme, fostering a diverse and inclusive learning environment.

At OWIS, we are committed to delivering an individualised approach to learning that nurtures every aspect of child development. With modern learning spaces, a wide range of extracurricular activities, and rigorous academic programmes, we prepare students to become future innovators and leaders. We are an equal-opportunity employer and are committed to safeguarding and promoting the welfare of all students.

Job Summary

The Operations Executive plays a key role in supporting the day-to-day operational and facilities management functions of the school, ensuring a safe, efficient, and well-maintained learning environment for students, staff, and visitors. This role is responsible for coordinating operational activities, overseeing facilities maintenance works, supervising vendors and service providers, and ensuring compliance with workplace safety and operational standards.

You will work closely with internal stakeholders and external contractors to support campus operations, space readiness, preventive maintenance, procurement activities, and general administrative coordination. The role requires a hands-on, organised, and proactive individual who can manage multiple priorities while maintaining high service standards within a dynamic international school environment.

Overall Responsibilities

Operational Responsibilities

• Support the daily operations and facilities management functions of the school campus.
• Coordinate site-level procurement of supplies, materials, equipment, and inventory management.
• Oversee and monitor service level agreements (SLAs) for outsourced services, including IT, catering, cleaning, security, transport, and building maintenance.
• Coordinate with the Operations Manager to maintain a positive, safe, and conducive learning environment aligned with the school's vision and values.
• Support school safety initiatives, including fire drills, evacuation exercises, flood preparedness plans, first aid readiness, and student health-related coordination.
• Ensure school operational policies and procedures are maintained and updated as required.
• Supervise vendors and contractors to ensure services are delivered in accordance with agreed standards and timelines.
• Oversee the maintenance and upkeep of school facilities, equipment, and grounds to ensure operational readiness.
• Manage community use and bookings of school facilities where applicable.

Stock Control and Purchasing

• Source, negotiate, and purchase materials, equipment, and services from local and overseas vendors.
• Evaluate vendor quotations to ensure alignment with operational requirements, budget, and quality expectations.
• Manage daily operational purchasing activities, including raising and monitoring Purchase Orders (POs), delivery schedules, and shipment coordination.
• Resolve supply, quality, delivery, service, and invoicing issues with vendors in a timely manner.
• Monitor supplier performance based on pricing, quality, reliability, and delivery standards.
• Implement procurement strategies to support operational efficiency and timely delivery requirements.
• Maintain accurate procurement and inventory records in accordance with school procedures.

Financial Administration Responsibilities

• Prepare Purchase Requisition Forms (PRFs) and Purchase Orders (POs), ensuring timely approvals are obtained from relevant stakeholders.
• Support budget tracking and expenditure monitoring at the school level.
• Assist in budget planning and cost management initiatives related to school operations and facilities.
• Ensure procurement and operational expenses are aligned with approved budgets and internal controls.

Transport Coordination Responsibilities

• Liaise with the school transport provider to ensure smooth and timely bus services for students.
• Coordinate new transport requests, route changes, and termination of services.
• Update internal systems and records relating to student transport arrangements.
• Respond to parent enquiries and feedback regarding transport services in a professional and timely manner.
• Coordinate ad hoc transportation requests and operational arrangements when required.

Qualifications & Requirements

• Degree or Diploma in Business Administration, Supply Chain Management, Facilities Management, or a related field.
• Minimum 2 years of relevant experience in procurement, operations, facilities coordination, or administration, preferably within an education or service-oriented environment.
• Strong understanding of procurement processes, vendor management, and operational coordination.
• Familiarity with facilities maintenance and workplace safety practices will be an advantage.
• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Excellent communication and interpersonal skills with a collaborative and service-oriented mindset.
• Ability to work independently with minimal supervision in a fast-paced international school environment.
  
  Location: (1headcount) Nanyang & (1headcount) Newton Campus