Admin Operations Executive

St. John's Home for Elderly Persons; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

A residential care facility in Singapore seeks an Operations Admin Executive to improve operational efficiency through effective procurement and administrative coordination. The candidate should have a relevant diploma or at least 5 years of experience in procurement or supply chain operations. Key responsibilities include managing stock, procurement processes, and contract renewals, along with strong problem-solving and communication skills.

Qualifications

• Minimum relevant diploma in supply chain management, business administration or a related field.
• Alternatively, at least 5 years experience in procurement, purchasing or supply chain operations.

Responsibilities

• Assist and report to the Head of Operations.
• Manage the full cycle of procurement activities.
• Monitor contract and license lifecycles.
• Perform any other duties as assigned.

Skills

Problem-Solving & Adaptability

Communication & Stakeholder Coordination

Attention to Detail

Education

Minimum relevant diploma in supply chain management or business administration

Job description

St John’s Home For Elderly Persons

Job Description – Operations Admin Executive

St John’s Home for Elderly Persons is a Residential Home under the Ministry of Social and Family Affairs (MSF). We have been providing quality and compassionate care to seniors for over 60 years and will be transiting to a 174-bed Nursing Home under Ministry of Health in 2026.

Job Summary:

The Operations Admin Executive assists and reports to the Head of Operations and is responsible for supporting and improving operational efficiency through effective procurement processes and administrative coordination.

Key Responsibilities:

1. Stock/Donation-in-Kind (DIK) Management & Order of Supplies (Procurement)

Stock Management

• Receive and manage DIK stocks and update through the Stock Management System (SMS) including generating monthly DIK reports

• Maintain inventory tracking, withdrawal forms and monthly reporting

• Procuring food and housekeeping items in accordance with the SOP

• Monitor stock expiry in SMS and propose usage plan

Procurement

• Order food and housekeeping items as per SOPs through Supplier Purchase Orders System (POS)

• Update pricelist in Donation System and perform annual price survey

• Work closely with other stakeholders on stock utilisation

2. Procurement Management

• Manage the full cycle of procurement activities including sourcing, evaluation and selection of vendors

• Raise purchase requisition through POS

• Ensure proper documentation and follow-up for invoices and supporting documents from vendors

3. Contract and License Renewal Management

• Monitor contract and license lifecycles to proactively identify upcoming expirations across vendors, service providers and regulatory bodies

• Trigger renewal workflows by requesting updated quotations, verifying scope changes and negotiating revised terms

• Coordinate with internal stakeholders to confirm renewal requirements, budget approvals and compliance alignment

• Maintain centralised renewal calendar to ensure timely follow-ups and prevent lapses in service or legal coverage, including license renewals for software, systems and regulatory permits

• Track and document renewal decisions, quotation comparisons and approval trails to support audits and procurement transparency

4. Other Duties

• Perform any other duties as assigned by Management Committee, Chief Executive Officer and Head of Operations.

Skills:

• Problem-Solving & Adaptability – Responding to supply chain disruptions and changing needs.

• Communication & Stakeholder Coordination – Strong interpersonal skills to liaise with vendors and internal teams.

• Attention to Detail – Identifies discrepancies and ensures documentation accuracy.

Qualifications:

• Minimum relevant diploma in supply chain management, business administration or a related field.

• Alternatively, at least 5 years experience in procurement, purchasing or supply chain operations.