Facility Manager Cum Student Support Officer

Reporting to: Dean/ Deputy Dean and Assistant Deans

Facility Manager is responsible for overseeing the maintenance, operation, and security of the school or college's buildings and grounds across all campuses of CIM and its associated VET entities in Sydney, Melbourne and Darwin. Here's a list of key duties typically expected of a facility manager in this setting:

1. Building Maintenance and Repair

• Oversee routine maintenance of the facility, including plumbing, electrical, HVAC, and other building systems.
• Schedule and manage repair work as necessary.
• Ensure all safety codes and regulations are adhered to.
• Supervise custodial staff to ensure cleanliness and upkeep of the campus.

2. Space Management

• Plan and allocate spaces for classrooms, offices, event venues, etc.
• Coordinate the setup of classrooms and other learning environments to meet the needs of the institution.
• Ensure classrooms and common areas are properly equipped.

3. Health, Safety, and Compliance

• Maintain a safe environment for students, staff, and visitors by monitoring health and safety regulations.
• Ensure that the institution complies with local, state, and federal regulations, including fire codes and accessibility standards.
• Conduct regular safety inspections and drills (e.g., fire drills).
• Respond to and manage emergency situations.

4. Security and Access Control

• Oversee building security, including monitoring of alarm systems, surveillance cameras, and access control.
• Coordinate security staff to ensure the safety of students, staff, and assets.
• Develop and implement emergency response plans (e.g., for natural disasters, intruders).

5. Vendor and Contract Management

• Manage contracts with external vendors for services like janitorial, landscaping, waste disposal, and security.
• Oversee the procurement of goods and services related to building operations.
• Negotiate contracts and ensure vendors meet performance standards.

6. Budget Management

• Develop and manage the budget for facility operations, including maintenance, utilities, and repairs.
• Track spending and ensure that resources are used efficiently.

7. Energy and Sustainability Management

• Monitor energy consumption and work towards energy-efficient practices and sustainability goals.
• Implement programs to reduce waste and promote eco-friendly initiatives.
• Maintain the operation of energy systems such as lighting, heating, cooling, and water use.

8. Event and Activity Support

• Coordinate facility use for events like graduation ceremonies, sporting events, and conferences.
• Ensure appropriate setup and logistical support for events and activities.

9. Asset Management

• Oversee inventory management for equipment, furniture, and other assets.
• Ensure that all equipment is functioning properly and replace or repair as needed.

10. Communication and Coordination

• Serve as a liaison between the administration, staff, students, and external stakeholders regarding facility-related matters.
• Ensure clear communication about facility schedules, disruptions, or changes (e.g., maintenance work, closures).
• Provide regular updates to leadership about facility status and issues.

11. Landscape and Groundskeeping

• Ensure that outdoor areas like gardens, parking lots, and sports fields are properly maintained.
• Oversee snow removal, lawn care, and general outdoor maintenance.

12. Risk Management

• Identify potential hazards and develop strategies to mitigate risks.
• Coordinate with insurance companies for risk assessment and claims management.

·       If assigned by the Board Executive, the Facility Manager may also play a role in overseeing financial transactions related to the facility i.e. cash/ cheque deposits/withdrawals. This can include authorizing payments through the institution's banking system, such as NAB/ BNZ banks. This duty involves reviewing invoices, confirming that payments align with the terms of contracts, and ensuring all financial records are accurate and up-to-date. Additionally, the Facility Manager may collaborate with the accounting department or business development team to help with cost analysis, budgeting, and exploring opportunities for financial optimization or growth within the facility management operations and further expansions in other cities and countries.

The Facility Manager supports students by ensuring a safe, secure, and accessible campus environment, maintaining classrooms, labs, and amenities, and overseeing security and emergency response. The role also includes assisting with campus events, promoting sustainability, and responding to student queries or support requests related to enrollment, facilities, security, or comfort.

·  May occasionally require attending the premises early, staying late, or coming on weekends to provide access to tradespeople and monitor their work progress.

·  Regularly move across campuses to ensure the security of premises and equipment.

·  Respond to site alarms in coordination with the security company.