Admin Assistant, Operations

2 weeks ago

Singapore St Lukes Elder Care Full time

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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