Administrative & Operations Support Executive (Contract) - Part-Time

Responsibilities:

Operations & Logistics Support

• Support the day-to-day operations of HPB fitness tracker distribution and exchange programmes, ensuring timely and accurate service delivery.
• Coordinate tracker deliveries, exchanges, returns, and appointment scheduling with vendors and internal stakeholders.
• Assist in ad hoc operational activities, including manual tracker distribution and other deployment support when required.
• Monitor operational activities and identify areas for process improvements to enhance service efficiency.

Inventory & Reconciliation Management

• Manage inventory records for fitness trackers, including stock movements, returned devices, and redistribution activities.
• Maintain accurate inventory and collection records to ensure inventory integrity and accountability.
• Perform transaction reconciliation by verifying issuance records, identifying discrepancies, and coordinating record updates where necessary.
• Investigate differences between vendor and HPB records, follow up on outstanding reconciliation items, and resolve customer care cases promptly.
• Support monthly billing verification and prepare reconciliation and transaction reports for management review.

Administrative & Vendor Management

• Support contract administration by monitoring vendor deliverables, documentation submissions, weekly transaction reports, exchange reports, and outstanding datasets.
• Track vendor compliance and escalate discrepancies or non-compliance issues where appropriate.
• Administer system access requests, including verification of supporting documentation, user account creation, modification, termination, and maintenance of access records.
• Coordinate with vendors and internal stakeholders to ensure operational matters are resolved promptly and efficiently.

Reporting & Process Improvement

• Analyse Customer Satisfaction (CSAT) results and customer feedback, preparing quarterly reports and operational insights for management.
• Develop, review, and maintain SOPs, operational guidelines, and process documentation to ensure consistency and continuous improvement.
• Recommend process enhancements to improve operational efficiency, governance, and customer experience.

Secretariat Support

• Provide secretariat support for vendor meetings, including scheduling, agenda preparation, meeting coordination, minute-taking, and tracking follow-up actions.
• Maintain organised documentation and ensure timely communication of meeting outcomes and action items.

Requirements:

• Diploma or Degree in Business Administration, Operations Management, Logistics, Supply Chain Management, or a related discipline.
• 1–2 years of relevant experience in operations support, business administration, logistics coordination, inventory management, or vendor management.
• Experience in operations, fulfilment, customer service operations, or supply chain support will be an advantage.
• Proficient in Microsoft Office applications, particularly Microsoft Excel (Pivot Tables, Lookup Functions, data reconciliation, reporting, and basic formulas).
• Strong organisational and coordination skills with the ability to manage multiple operational activities simultaneously.
• Experience in transaction reconciliation, inventory control, billing verification, or operational reporting.
• High attention to detail and accuracy, particularly in inventory records, reconciliation, documentation, and reporting.
• Strong analytical and problem-solving skills to investigate operational discrepancies and recommend corrective actions.
• Good communication and interpersonal skills, with the ability to work effectively with vendors, service providers, and internal stakeholders.
• Able to work independently while collaborating effectively within a team environment.
• Comfortable working in a fast-paced operational environment and handling ad hoc operational assignments.
• Experience in SOP development, process documentation, or continuous improvement initiatives will be an added advantage.

EA Personnel Name: Jackie Ng
EA Personnel No: R22109024
EA License No: 95C5411