Senior /Executive (Office Admin), Operations Support Services

1. JOB PURPOSE

Overseeing procurement of goods and services as well as contract management (end-to-end), including reviewing of vendors for suitability of contract renewals. Providing audio visual (AV) and video conferencing (VC) support and partake in committees leading to finalizing campus directory and facility booking system (FBS). Regular assessment of vendor management to ensure service standards are met. Covering of administrator roles in the absence of the Executive Assistant (EA) to ensure smooth admin operations.

2. MAJOR DUTIES & RESPONSIBILITIES

1. Contract management for contracts such as courier service, photocopier leasing, lease management (WSQ, MND, etc), provision of indoor plants and maintenance, shuttle bus, housekeeping, etc for off-site offices.
2. Includes all end-to-end works required for all contracts, eg, arrangement of vendors/technicians to provide maintenance support and clear with security, etc.
3. Main contact for FBS/Campus Directory. Including maintaining/updating records and approving manual bookings.
4. Custodian for AV/IT items such as camconnect, zoom accounts, ISS laptop, monitor screens, etc. Including payment verifying and processing as well as maintaining stock records.
5. Oversee Av Technicians (Out-sourced under MA contract: 6 FTE) and providing all AV support in meeting/conference/ etc rooms
6. Admin space planning and deployment. Including maintenance of proper records and ensuring work-stations are ready prior to onboarding.
7. Participate as WC for procurements involving admin items, including co-ordination work for EC. Main person to draft ATP and AP.
8. Oversee, ensure and provide the operational activities at other nests run smoothly.
9. Involved in projects such as renovation as WC.
10. Represent OA in WSH/Security platforms such as fire wardens, evacuation usher, etc.
11. Represent OA in TTX platforms.
12. Any other duties assigned by RO.

General

1. Perform secretariat duties, participate in organization/department projects as assigned.
2. Participate in procurement and other activities in support of hospital opening as required.
3. Perform all other tasks and duties as assigned by Manager, Office Admin.
4. JOB REQUIREMENTS

Education / Training / Experience

1. Recognized degree.
2. Around 2-3 years administrative, planning and/or ground experience in administrative work, preferably in healthcare environment or service related industry for Executive
3. At least 4 years administrative, planning and/or ground experience in administrative work, preferably in healthcare environment or service related industry for Senior Executive
4. Past experience in office admin in areas of planning, supervising and executions.
5. Preferably with AV/VC technical background.
6. “Can-do” attitude and a team player.

Professional License (if any)

i.       Nil

Attributes

1. Strong interpersonal skills, eye for detail and high level of initiative. Able to communicate effectively with different stakeholders with diverse background, lead in areas of administrative work processes.
2. Good communication and presentation skills.
3. Meticulous and organized, able to process thoughts in an effective manner and present ideas.

Others

1. Required to return to hospital premise after working hours in event of major incident or emergency activation.

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