Operations Specialist

About the Role

مدارس المجموعة العالمية (ISG) is seeking an Operations Specialist for a full-time position in Al Khobar, Eastern Region. This role involves general support services responsibilities shared by all staff, alongside specialized duties based on assigned areas. The Operations Specialist will collaborate with Operations Departments to support the Central Office and all ISG Schools, including ISG Al Maha, ISG Dammam, ISG Jubail, and Sara Village School. The position reports directly to the ISG Operations Manager and the Director of Operations.

Key Responsibilities

• Demonstrate commitment to child safety and security.
• Respond to urgent maintenance and custodial requests, dispatching them to appropriate personnel.
• Manage communications and inquiries received via the Support Services inbox.
• Track and assign maintenance requests through applications to designated teams.
• Manage procurement activities, including processing purchase requests and finance documents, sourcing vendors, coordinating deliveries, and reviewing contractor invoices.
• Organize monthly maintenance schedules and liaise with external contractors (*, pest control, fire safety, pool testing).
• Maintain inventory of office, IT, and maintenance supplies for Support Services.
• Process and arrange signage requests for doors, tables, and plaques.
• Assist with shipment sorting and distribution across ISG campuses.
• Provide comprehensive administrative support to the ISG Operations Department, including maintaining records and databases, managing correspondence and reports, and coordinating meetings and communications.
• Reconcile procurement cards, petty cash, and assist with departmental budget tracking.
• Assist with Operations projects, events, and special initiatives as required.
• Assist with onboarding and offboarding for new contractors (issuance of ID, Code of Conduct, and CP training).
• Release and order toners and staples.
• Perform other duties as assigned by the Director of Operations.

Specialized Responsibilities

The successful candidate will undertake one or more of the following specialized responsibilities:

• Villa Setups: Procuring household kits and groceries for new incoming ISG staff residing in ISG-approved accommodation; overseeing villa cleaning and setup; managing and updating accommodation inventory.
• Events: Maintaining and updating event calendars; reviewing All-in-One Forms; consolidating weekly schedules; coordinating event setups; monitoring and tracking event-related staff overtime and trade day usage; managing inventory of event equipment.
• Mail: Managing mail operations, including internal mail runs, external mail services (SPL and DHL), distribution, staff inquiries, and postage supply maintenance.
• Transportation: Coordinating and processing ISG staff transportation for pre-approved business trips; processing transportation-related invoices and expense reports; handling drivers’ overtime and vehicle authorizations; maintaining all ISG vehicles across campuses.
• Helpdesk: Serving as the initial point of contact for Google Workspace application assistance; providing first-level technical support; escalating complex issues to a Google Administrator; assisting with basic IT support tasks; managing IT inventory and coordinating repair services.
• Operations Support and Purchasing: Managing IT and non-IT purchase inquiries and requests; handling end-to-end procurement for IT infrastructure projects and school maintenance; overseeing Operations Department financial transactions; tracking and processing district-wide IT software, subscription renewals, and Operations maintenance contracts; managing ISG business accounts with STC and Mobily; managing inventory of Aziziyah campus flags and furniture.

Qualifications and Attributes

• Flexibility in working hours, with availability for some weekends, off-hours, and holidays if needed.
• Ability to work under pressure and meet daily deadlines.
• A team player capable of working with minimal supervision.