Operations Administrative Executive

Job Purpose

To participate in the execution of strategic objectives to support the business & operations of the hospital and drive continuous improvement initiatives.

Responsibilities

1. Operations Administration

• Track budgets across the various units, prepare month end budget and spending reports to present to Director of Operations on the 1st week of the month.
• Ensure proper documentation compliance, filing, and record management in department’s physical and e-documents.
• Raise ePR for procurement request and record accordingly.
• Process incoming invoices.
• Track department KPIs and project timelines.
• Maintain and update department staff leave calendar.
• Assist in receiving exit clearance form and staff access card, and process accordingly.
• Undertake any other ad hoc duties and responsibilities as assigned by the department or reporting officer.

2. Office Administration

• Manage and operate office franking machine, including preparing and dispatching outgoing mail and monthly reports to Finance and SingPost.
• Monitor pantry supplies and coordinate the replenishment of pantry consumables such as sugar, creamer, coffee, tea, and related items.
• Track staff pantry budget.
• Oversee cleanliness and maintenance of office pantry and refrigerator.
• Prepare office stationery inventory list. Monitor office stationery inventory and arrange for timely reordering of office supplies.
• Handle Conference Room keys (sign in/sign out).
• Plan department welfare events.
• Undertake any other ad hoc duties and responsibilities as assigned by the department or reporting.

Requirements

• Minimum Diploma. Preferably degree in BA or any other relevant field.
• Fresh degree holder; or Diploma with 8 years of experience
• Proficient with taking minutes, using Microsoft word and excel.
• Speaks good English
• Excellent Interpersonal / Communication skills
• Great Initiative and Team Player
• Good Time Management and Prioritization.
• Sense of Urgency
• Hands-on ability.