
Admin Assistant, Operations
1 week ago
We are always looking for dedicated individuals to join our team. We are currently looking for talented individuals to fill the following positions.
Admin Assistant, Operations
The **Admin Assistant/Senior Admin Assistant, Operations** provides administrative and operational support to the Executive, Operations in ensuring the smooth running of all non-clinical services within the St Luke’s Residence. This includes security, landscaping, cleaning, and other supportive services that contribute to a high-quality living environment for residents.
**Responsibilities**:
- **Administrative Support**
- Assist in the coordination and documentation of outsourced services, including cleaning, catering, laundry, security, and medical supplies.
- Maintain and update vendor contracts, service agreements, and compliance records.
- Assist in scheduling and coordinating meetings with service providers, vendors, and internal stakeholders.
- Prepare reports, meeting minutes, and performance evaluations for management review.
- **Vendor and Service Coordination**
- Support the monitoring of vendor performance by collecting data and assisting with compliance checks.
- Assist in tracking service issues and coordinating with vendors to ensure timely resolution.
- Maintain proper documentation of vendor interactions, service reports, and corrective actions taken.
- **Budget and Expense Tracking**
- Assist in tracking expenses for outsourced services and compiling financial reports.
- Maintain records of purchase requests, invoices, and payments for review by the Executive, Operations.
- **Compliance and Process Improvement**
- Assist in maintaining records related to health and safety compliance.
- Support audits and inspections by preparing necessary documents and reports.
- Contribute to process improvement initiatives by collecting data and assisting in process evaluations.
- **General Operations Support**
- Respond to inquiries related to non-clinical services within the nursing home.
- Maintain proper filing systems and records for operational activities.
- Perform any other administrative tasks as assigned by the Executive, Operations.
**Qualifications & Requirements**:
- Diploma or equivalent qualification in Business Administration, Facility Management, or related field.
- Minimum 1-2 years of administrative experience, preferably in a healthcare or eldercare setting.
- Strong organizational and multitasking skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Good communication and interpersonal skills.
- Detail-oriented and able to maintain accurate records.
- Ability to work independently and collaboratively within a team.
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