Operations and Administrative Executive

Who We Are Looking For?

Are you someone who thrives on keeping things running smoothly behind the scenes? We're looking for a proactive and detail-oriented Operations and Administrative Executive (Ops & Admin Exec) to be a key part of our team. In this role, you'll play a vital part in supporting the daily operations and administrative functions of our organisation.

You'll work closely with our Deputy Director of Corporate Services (DD/CS) to ensure everything runs efficiently at our Family Service Centre—from facilities and workplace safety to general administration. If you enjoy being the go-to person who helps create a well-organised, safe, and supportive environment for both staff and community, we'd love to hear from you

Responsibilities:

Operations: Maintenance and Safety of Facilities (Main and Branch FSC)

• Ensures the facilities allow staff and the community to operate efficiently and effectively
• Work with the DD/CS to ensure safety measures are consistently upheld in the workplace. These include recommending sustainable improvements and enhancing staff awareness through training and activities
• Office cleanliness: Keep the office clean and safe. This involves decluttering, prompt repairs, and maintaining facility fixtures
• Ensure the smooth daily operation of facilities. Identify areas that could further enhance the user experience (for staff and communities) through proactive efforts, including making suggestions and implementing timely modifications or changes
• Oversee the maintenance and operation of existing or new infrastructure systems, including CCTV, fire alarms, access control systems, printers, etc. Act as the sub-administrator for relevant platforms and work with appointed vendors to ensure timely servicing, updates, and problem resolution
• Support the installation and regular maintenance of audio-visual (AV) equipment for meetings, training sessions, and events
• Maintain and manage the organisational communication channel - SCS Central, as the primary contact point for facility-related requests, service updates, and equipment notifications

Office Administration

• Inventory Tracking & Management: Ensure the efficient use of the centre's materials, equipment, and resources (e.g., stationery and toiletries) necessary for its smooth operation.
• Vendor Management: Oversee and coordinate vendors for scheduled and ad hoc maintenance of facilities and equipment. This involves liaising with vendors, monitoring service contracts, managing e-warranty registrations, and maintaining accurate records.
• Assist the DD/CS in coordinating and supervising the office cleaners, including submitting the Time Sheets on time
• Finance: Submit payments and claims (Corporate Services) with supporting documents before e-submission; perform annual fixed assets verifications
• New employee onboarding and offboarding: E-business card, locker allocation, office security, staff access, management and issuance of office keys, and account setup for printers, etc

Others

• Meeting/Training Preparation (Corporate Services): room booking, setup, refreshments, documentation, and filing (staff comms meeting), etc
• Ensure the daily collection and distribution of mail
• Resource Library Administration
• Any other duties as required

Requirements:

• Minimum 2 years' experience as an Admin Executive or in a similar administrative role
• Proficiency in office applications (e.g., MS Word, Excel & PowerPoint)
• Strong organisational and time management skills
• Independent and resourceful individual with strong initiative skills
• Highly adaptable - capable of managing competing demands and changes
• Strong communication skills (verbal and written), and confidence in engaging with various stakeholders
• Meticulous, i.e., attention to detail and problem-solving skills
• Able to multitask and prioritise daily workload
• A team player with a proactive attitude and a positive approach to work