Operations & Administrative Support Executive

Join our team in a dynamic outsourced project role. We are seeking a proactive and detail-oriented Operations & Administrative Support Executive to provide administrative and operational support for programme delivery. This role involves vendor coordination, contract administration, operational reporting, inventory management, process improvement, and stakeholder support to ensure smooth day-to-day operations.

Administrative Support

• Support contract administration activities, including monitoring vendor documentation submissions, transaction reports, exchange reports, data completeness, and compliance requirements.
• Coordinate and provide secretariat support for meetings, including scheduling, agenda preparation, meeting minutes, and follow-up on action items.
• Administer user access requests by verifying supporting documents, provisioning system access, and maintaining the user accounts lists.
• Review Customer Satisfaction Score (CSAT) & feedback received from users and draft report for management reporting quarterly.
• Develop, review, and enhance SOPs to document internal processes and to improve operational efficiency and customer satisfaction.

Operations Support

• Coordinate operational and logistical activities for tracker distribution and exchanges, such as delivery arrangements, coordination on tracker returns and managing appointment schedules, etc.
• Conduct investigations and resolve discrepancies between vendor and internal records, including follow-up on reconciliation and customer care cases.
• Support billing and transaction reconciliation processes, including verification of issuance records, records patching, and preparation of monthly billing reports.
• Manage tracker inventory and returned trackers, including maintaining accurate collection records, repurposing trackers for redistribution, and overseeing the stock held in office.
• Support in adhoc operations and administrative duties as required.

Requirements

• Diploma or higher qualification in Business Administration, Operations Management, Logistics, or a related discipline.
• Minimum 1 – 2 years of relevant experience in operations support, preferably in operation management or business administration.
• Proficient in Microsoft Office applications, especially Microsoft Excel (e.g. data reconciliation, pivot tables, basic formulas and reporting).
• Strong administrative, organisational, and coordination skills, with the ability to manage multiple tasks and meet deadlines.
• Detail-oriented with good analytical and problem-solving skills, particularly in data reconciliation, inventory management, and operational reporting.
• Effective communication and interpersonal skills to liaise with different stakeholders.
• Able to work independently in a fast-paced environment with minimal supervision.
• Experience in SOP documentation and process improvement initiatives will be an advantage.