Facilities & Sourcing Executive

Job Description

Purpose of Role

The Facilities & Sourcing Executive supports the Head of Facilities Operations & Sourcing in the day-to-day coordination of facilities, procurement, project management, health & safety, vendor management, contract management, and operational reporting across the schools in the region.

This role is responsible for assisting with administrative coordination, follow-up actions, documentation, data tracking, procurement processes, vendor communication, contract renewals, new contract coordination, project tracking, and site-based operational support. The postholder will help ensure that key operational matters and projects are tracked and followed through in a timely and organized manner, while supporting compliance with internal policies and school requirements.

This is an entry-level role suitable for someone who is organized, proactive, detail-oriented, and keen to develop experience in facilities, procurement, project management, contract management, and school operations.

About ISP Malaysia

One of the leading education groups in Malaysia, ISP Malaysia operates Tenby Schools, Asia Pacific Schools and Straits International Schools. Our nine campuses are strategically located in the developed areas of Klang Valley in Selangor, Perak, Penang and Johor.

Our schools in Malaysia follow the international school curriculum comprising IGCSE and A-levels, starting at the kindergarten level, while five of the schools also offer the Malaysian National Curriculum. With over 8,000 students, we have a 60-year history of providing education to students in the country and have gained a reputation for excellence and high standards in education.

We champion a transformative approach to learning that goes beyond the classroom. By igniting our students curiosity and growing their self-confidence, we empower them to become the next generation of changemakers.

ISP Malaysia is part of ISP, a global community of over 100 international schools across more than 20 countries.

Key Benefits

• A culture of engagement and trust, where staff contributions are recognised and valued.
• A passionate and motivated team of professionals who put children at the heart of decision-making.
• An embedded commitment to professional development and employee well-being.
• Access to expertise, best practice sharing and learning opportunities across countries and cultures.
• Competitive remuneration.
• Fee discount for children of employees.
• Medical outpatient and insurance benefits.
• Hybrid working arrangements.
  
  

ISP Principles

• Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and Health & Safety issues and acting and following up on all concerns appropriately.
• Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.
• Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.
• Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.
• Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.
  
  

For more information visit http://www.internationalschoolspartnership.com

Facilities & Sourcing Executive - Key Responsibilities

Facilities Operations Support

• Support the coordination and follow-up of facilities-related matters across the schools, including maintenance issues, quotations, work progress updates, and completion status.
• Assist in tracking preventive maintenance activities, audit action items, and facilities related follow-up actions.
• Support routine site visit preparation, records, and action trackers.
• Maintain organized records of facilities documents, reports, quotations, permits, and supporting correspondence.
• Assist in monitoring school-level operational issues and escalate matters to the Head of Facilities Operations & Sourcing where required.
• Help coordinate with school Facilities Managers and external contractors on day-to-day matters.
  
  

Procurement, Contract & Sourcing Support

• Support the procurement process by coordinating quotations, tender documents, comparisons, vendor submissions, and supporting paperwork.
• Assist in preparing request for quotation or request for proposal documentation based on scope provided.
• Maintain procurement trackers, savings trackers, contract trackers, and status updates for projects and operational purchases.
• Follow up with vendors and internal stakeholders to ensure timelines are met and documents are complete.
• Support the maintenance and updating of the approved vendor list and vendor database.
• Assist in compiling vendor performance records, pricing comparisons, and procurement summaries.
• Support the administration and tracking of service contracts, including contract start dates, expiry dates, notice periods, and renewal timelines.
• Assist in coordinating contract renewals, new contracts, and amendments, ensuring the required documents and approvals are in place.
• Follow up with vendors and internal stakeholders on contract related matters to ensure continuity of service and timely execution.
• Maintain organized records of contracts, supporting correspondence, and related documentation.
  
  

Project Management Support

• Support the coordination and tracking of CAPEX and operational projects across the schools, including timelines, quotations, approvals, and progress updates.
• Assist in maintaining project trackers, action logs, risk registers, and status reports to ensure projects are delivered in a timely and organized manner.
• Follow up with vendors, consultants, contractors, and internal stakeholders on project deliverables, outstanding actions, and next steps.
• Support the preparation of project summaries, meeting notes, presentations, and update papers for management review.
• Assist in tracking project milestones, key decisions, budget status, and documentation to support effective project delivery and reporting.
• Help ensure project related documents, approvals, and correspondence are properly filed and easy to retrieve.
  
  

CAPEX / OPEX / Reporting Support

• Assist in preparing and maintaining CAPEX and OPEX trackers, project summaries, and budget monitoring files.
• Support the compilation of data for procurement analysis, cost comparisons, and periodic reporting.
• Help prepare simple reports, summaries, presentation inputs, and action lists for meetings.
• Maintain clear records of project status, approvals, quotations, timelines, and outstanding actions.
  
  

Health & Safety / Risk / Compliance Support

• Support the tracking of Health & Safety actions, drill records, audit findings, and operational risk follow-up items.
• Assist in maintaining trackers for compliance actions, permits, certifications, and due dates.
• Follow up with schools to ensure required records and supporting documents are submitted on time.
• Help prepare summaries and supporting documents for audits, meetings, and review sessions.
• Support incident and drill documentation follow-up where required.
  
  

ESG / Utilities / Operational Data Support

• Assist in collecting and compiling utility consumption data, ESG related information, and project updates.
• Support the tracking of energy saving initiatives and sustainability projects.
• Help maintain records for electricity, water, diesel, gas, and related operating data where required.
  
  

General Coordination

• Coordinate meetings, action trackers, and follow-up items arising from operational discussions and project meetings.
• Prepare meeting notes, simple trackers, and clear action lists for internal use.
• Liaise professionally with school teams, vendors, and internal stakeholders.
• Undertake any other duties appropriate to the role as assigned by the Head of Facilities Operations & Sourcing.
  
  

Line Management

The Facilities & Sourcing Executive will report to the Head of Facilities Operations & Sourcing.

Qualifications, Skills And Experience

• Bachelor's Degree or Diploma in Facilities Management, Business Administration, Procurement, Engineering, Operations Management, Project Management, or a related field preferred.
• Up to 2 years of relevant working experience.
• Experience in administration, coordination, procurement support, facilities support, contract administration, project coordination, or project support would be an advantage.
• Good written and verbal communication skills.
• Structured and methodical approach, with strong organizational and coordination abilities.
• Strong attention to detail and ability to maintain accurate records.
• Able to manage multiple tasks and follow through on deadlines.
• Comfortable working with spreadsheets, trackers, and reporting templates.
• Proficient in Microsoft Excel, Word, PowerPoint, and email communication.
• Able to work with different stakeholders in a professional and collaborative manner.
• Willingness to learn and develop in facilities, procurement, project management, contract management, and operational management.
• Proactive and dependable.
• Diligent in following-up for timely updates.
• Positive attitude and willingness to support the wider team.
• Able to handle confidential information appropriately.
  
  

ISP Core Competencies

You consistently demonstrate and role-model the ISP Core Competencies in all that you do.

Cognitive

• Curious and agile
• Learns by questioning, exploring and investigating.
• Self-motivated; develops goals, monitors progress and adapts plans as necessary.
• Comfortable with uncertainty and ambiguity; stays engaged and curious and effectively balances patience and action.
• Open-minded; willing to try and test ideas.
• Challenges traditional methods and ways of thinking and encourages new perspectives.
• Creative problem-solver
• Tackles challenges in an organised and systematic way and finds solutions.
• Resourceful and imaginative; sees problems as opportunities to explore alternatives and possibilities.
• Uses logic to break complex problems down into manageable components.
• Interprets and evaluates data and evidence to classify information and recognise patterns and relationships.
• Leverages data and information as critical components in decision-making.
  
  

Interpersonal

• Empathetic and emotionally intelligent
• Excels at teamwork and building positive relationships.
• Motivates and encourages others by sharing positive feedback and recognising and celebrating their contributions.
• Understands and respects others views, beliefs and feelings, building trust and rapport.
• Self-reflects to understand how their actions and behaviour affect others.
• Manages and self-regulates their emotions.
• Collaborative and communicative
• Communicates openly, honestly and professionally.
• Actively listens and encourages contributions; values others inputs and ideas.
• Adapts their style, tone and approach according to others needs.
• Shares relevant knowledge, ideas and information with others.
• Handles conflict and disagreements constructively, facilitating dialogue, understanding and resolution.
  
  

Self-Leadership

• Amazing Learner
• Manages their own personal development, focusing on continuous learning and getting better.
• Humble, self-aware and open about their own areas for growth.
• Seeks out, welcomes and acts on feedback.
• Understands the internal and external factors affecting their learning and takes ownership for mitigating these.
• An agile learner who makes connections between experiences and is able to unlearn when new solutions are required.
• Resilient
• Practices self-care and encourages others to do the same.
• Organises themselves and their time and resources well to effectively manage challenges and stressors.
• Understands their own emotions and triggers and follows healthy habits to help manage stress.
• Uses inner strength when times are challenging or when working outside of their comfort zone.
• Recovers positively from setbacks, using them as an opportunity to learn and grow.
  
  

Digital

• Technologically literate
• Uses technology in an ethical way, following cybersecurity and data protection best practice.
• Communicates clearly and respectfully across digital and virtual channels.
• Possesses strong functional skills, using technology effectively to support them in their role.
• Understands different digital tools and systems, selecting and using the appropriate solution for specific purposes.
• Keeps up with change, adapting to and embracing new technologies.
  
  

Global

• Values driven
• Role models the ISP Principles.
• Understands their responsibilities and the impact and influence they have.
• Demonstrates a multi-cultural mindset and respects the different values, behaviours, attitudes, and practices across cultures.
• Prioritises well-being, inclusion and belonging and is caring, considerate and supportive of others.
• Considers the environmental and social impact of their actions and finds ways to minimise these.
  
  

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All postholders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years of employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding

and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.