Operations and Facilities Admin Assistant

In Coordination With Stakeholders

• ISP Middle East Regional Team
• School Leadership Teams, Principals, and other relevant stakeholders across the regional school network
• Third-party vendors and service provider

Reporting Line: Head of premises and operations

Role context The Operations & Facilities Admin Assistant (Authority Liaison & Coordinator) will provide comprehensive administrative and logistical support to ensure the effective and compliant management of facilities, safety, and operational processes across ISP Middle East schools. In addition to handling day-to-day administrative and operational tasks, the postholder will serve as the primary liaison with government authorities to manage permits, approvals, inspections, and regulatory submissions ensuring compliance with UAE and Qatar regulations. This role plays a key part in maintaining strong communication between ISP regional teams, schools, vendors, and external authorities, ensuring operational excellence, timely approvals, and adherence to all statutory requirements.

Key Responsibilities

• Provide comprehensive administrative support to the Head of Premises & Operations and the wider Operations team.
• Act as the main point of contact and liaison with government authorities such as KHDA, ADEK, Dubai Municipality, Civil Defense (DCD), MOE, ITC, and other UAE government departments for permits, inspections, and renewals.
• Coordinate and track all authority submissions, approvals, and follow-ups to ensure timely processing and compliance.
• Maintain and update a central database for licenses, NOCs, approvals, and all authority correspondence.
• Prepare and submit required documentation to authorities in compliance with regulations and deadlines.
• Support vendor and contractor coordination by maintaining updated contracts, insurance documents, and compliance records.
• Manage departmental documentation, correspondence, reports, and records to ensure efficiency and accessibility.
• Assist in compiling and formatting reports, letters, and presentations for management and government authorities.
• Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items for operational, safety, and compliance discussions.
• Coordinate logistics for site visits, safety inspections, and meetings between ISP and government authorities.
• Support the organization of safety awareness sessions, compliance workshops, and training logistics.
• Liaise with school operations teams to ensure consistent compliance reporting and timely follow-up on actions.
• Provide document control support for Health & Safety (H&S), ESG, and compliance initiatives.
• Manage communication with vendors, consultants, and contractors to ensure all authority requirements are met before project commencement.
• Build and maintain strong relationships with external stakeholders, service providers, and government entities to ensure smooth administrative and operational coordination.
• Provide general office and administrative support to the Operations Department, including filing, scheduling, and correspondence.

Other Responsibilities

• Undertake additional reasonable responsibilities and tasks as assigned by the Head of Premises & Operations, Regional Administrator, or ISP.
• Support wider ISP initiatives related to regulatory compliance, sustainability, and operational excellence