Al Aqsa Integrated School Hiring! Full Time School Operations Officer in Federal Territory, Earn up to MYR 2,100 - Ricebowl

School Operations Officer

Job Description & Position Purpose:

The School Operations Officer is responsible for managing and supporting the school’s daily operational activities, including procurement, supplier management, purchasing, receiving and storage of items, warehouse management, inventory control, fee collection follow-up, cash handling, payment coordination, canteen operations, and ensuring that all operational requirements of the school are provided efficiently according to school policies and procedures.

Key Responsibilities and Duties:

1. Daily School Operations Management

Monitor and coordinate daily operational requirements of the school.

Liaise with different departments to understand and fulfil their operational needs.

Follow up on requested services, supplies, and operational tasks.

Support School Management in improving daily operational efficiency.

Ensure smooth and effective school operations.

Perform other related duties assigned by School Management.

2. Procurement & Supplier Management

Manage all school purchasing activities.

Receive and review purchase requests from departments.

Identify suitable suppliers for school requirements.

Evaluate suppliers based on:

-Price.

-Quality.

-Delivery time.

-Reliability and service.

Continuously search for competitive suppliers and cost-saving opportunities.

Obtain and compare quotations from different suppliers.

Negotiate the best prices and terms with suppliers.

Select suppliers according to school requirements and budget.

Prepare purchase requests and orders after approval.

Follow up supplier deliveries.

Verify supplier invoices and purchasing documents.

Maintain the supplier database.

Monitor supplier performance.

Maintain good professional relationships with suppliers.

3. Direct Purchasing & Supply

Purchase required items directly from suppliers, shops, or markets when necessary and authorised.

Ensure purchased items meet quality and price requirements.

Collect and deliver purchased items to the school when required.

Verify the quantity and condition of purchased items before storage.

Maintain all purchase receipts and invoices.

Record all purchasing transactions properly.

4. Warehouse & Inventory Management

Manage and organise the school warehouse.

Receive and verify all incoming items against purchase documents.

Record all received stock items.

Arrange and classify items properly for easy access.

Maintain storage of:

- Stationery.

- Educational materials.

- Operational supplies.

- Canteen supplies.

- Other school items.

Issue requested items to teachers, staff, and departments upon approval.

Record all stock movements, including:

- Item description.

- Quantity.

- Date.

- Recipient or department.

Monitor stock levels and ensure availability of essential items.

Prepare inventory reports.

Conduct regular stock counts.

Report damaged, missing, or unused items.

Recommend replenishment before stock shortages occur.

Minimise wastage and ensure proper use of resources.

5. Fee Collection Management

Follow up collection of school fees from parents.

Issue invoices and payment receipts.

Maintain accurate student payment records.

Monitor outstanding balances.

Contact parents regarding overdue payments.

Encourage timely payment through professional communication.

Prepare collection and outstanding balance reports.

Follow up approved payment arrangements.

6. Cashier & Payment Management

Manage school cash handling procedures.

Receive cash, bank transfers, cheques, and approved payments.

Issue official receipts.

Record daily financial transactions.

Manage petty cash.

Process approved supplier and operational payments.

Verify supporting documents before payments.

Prepare daily cash reports.

Perform cash reconciliation.

Maintain financial records and confidentiality.

7. School Canteen Operations

Monitor daily canteen operations.

Manage canteen purchasing requirements.

Coordinate with canteen suppliers.

Source suitable suppliers based on quality and price.

Monitor canteen inventory.

Review canteen expenses and income records.

Monitor supplier performance.

Prepare canteen operation reports.

Ensure compliance with school canteen procedures.

8. Records & Reporting

Maintain records of:

- Purchases.

- Suppliers.

- Inventory.

- Payments.

- Collections.

- Expenses.

File quotations, invoices, receipts, and supporting documents.

Prepare operational and financial reports.

Support audit and review requirements.

Ensure proper documentation for all transactions.

Qualifications & Skills:

Diploma or Bachelor’s degree in Business Administration, Accounting, Procurement, or a related field.

Experience in school operations, procurement, inventory, collections, or finance administration.

Strong supplier sourcing and negotiation skills.

Ability to compare prices and identify cost-effective solutions.

Good cash handling and record-keeping skills.

Proficiency in Microsoft Office, especially Excel.

Good communication skills with suppliers, parents, and staff.

Strong organisational and time management skills.

High attention to detail.

Ability to manage multiple responsibilities.

High level of integrity, confidentiality, and accountability.

Salary rate: RM1800 - RM2100

Pay: RM1,800.00 - RM2,100.00 per month

Work Location: In person