Assistant / Executive Operations

2 weeks ago

Singapore Singapore Anglican Community Services Full time

Job Summary

  • Coordinate with other departments and external parties to service the needs of the nursing home residents and the organization.
  • Supervise a team of operations staff to meet the daily needs of the nursing home residents, e.g. laundry, kitchen, cleaning, etc
  • Supervise Operations staff and Facility Technician & Facility Assistant to ensure smooth day-to-day operations

Job Responsibilities

Purchasing

  • Responsible for sourcing and timely procurement of equipment, consumable, furniture & fittings, and services in support of the Nursing Home. Tracking and monitor the Procurement activity. Verify vendor invoices against respective purchase orders and delivery orders as well as liaise with Accounts Department for timely payment to vendors
  • Handle contracts management and all aspects of vendor management, including the evaluation, selection and performance tracking, to ensure service requirements are met.
  • Work closely with various departments to support and meet the stakeholders' and business requirement and communicate any supply problems which may impact on business operations.
  • Maintain historical records for annual accounting and MOH audits
  • Other ad-hoc tasks as assigned by Manager, Operations from time to time

Vendor Management

  • Assist the Operations/Designate to manage external vendors for the provision of supplies and services (Security, Landscape, Pest Control, Waste management, Housekeeping, Meals, etc)
  • Supervise the works of vendors and contractors and ensure that the works meet the contractual requirements and comply with health and safety regulations.
  • Conduct regular inspections on facilities & building maintenance, cleanliness, security service and food service provider to ensure high standard of deliveries.

Safety, Security & Workplace Safety and Health

  • Assist the Manager, Operations / Designate to execute the facility's plans for workplace safety and fire safety
  • To carry out all reporting and investigation of security incidents happen in Nursing Home
  • To assist and facilitate the yearly Pandemic Exercise
  • Co-ordinate with Fire Safety Manager for the b-yearly conduct of Table Top exercise and fire drill
  • Coordinate with group WSHO for conduct of bi-yearly safety orientation for all staff and quarterly Safety Committee Meeting
  • Guide and ensure outsource security officers are adhering to security protocol including managing of Visitor Management System (VMS)

Operations Administration

  • Raise Purchase Requisition Form and seek appropriate signatories for purchase of goods and services for operations team.
  • Compile and collate operational data for report purposes
  • Responsible to maintain database, provide data analysis and trending.
  • Prepare statistical and operations reports.
  • Monitor maintenance request data from request date to completion
  • Ensure preventive maintenance and ad-hoc repairs are completed in a timely manner.
  • Maintain repair work documentation and maintenance schedules
  • Manage IT matters and liaise with HQ for IT support.
  • Custodian of all keys. Administer issuance of keys to new joiners. Maintain master key press summary.
  • Perform any other tasks as assigned by Manager Operations/Designate including as an alternate driver if needs arises.
  • Main liaison with term contractors.

General Duties

Any other duties as assigned by the Manager, Operations.

Others

Working experience in healthcare setting would be an advantage

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