Administration and Operations Support Manager

Job Summary:

The Administration and Operations Support Manager (AOSM) is responsible for leading and streamlining all administrative functions, managing procurement and purchasing activities, and supporting dormitory operations across departments. The candidate will lead a team responsible for coordinating facility services, onboarding residents, engaging stakeholders, and ensuring compliance with procurement and operational policies. This role demands strong organizational, communication, and negotiation skills, with a proactive mindset for continuous improvement.

Key Responsibilities:

1. Administrative Management

• Oversee daily administrative functions within the dormitory.
• Develop, implement, and review administrative SOPs and processes to improve efficiency and compliance.
• Liaise with clients and vendors to ensure accuracy of customer contracts, purchase orders, vendor agreements, and inventory documentation.
• Support cross-departmental needs with timely administrative services.
• Update and manage the electronic notice board and notifications to residents’ mobile app, including timely communication of announcements, house rules, and important notices.

2. Procurement and Purchasing

• Coordinate dorm procurement activities in line with cluster procurement standards.
• Prepare and process purchase orders; track deliveries and follow up with vendors for timely supply.
• Work with department heads to manage inventory and prevent shortages or excess.
• Assist in the preparation and tracking of the dorm budget and expenditures. Where necessary, flag irregularities or overspending.
• Recommend cost-saving strategies and process enhancements in purchasing workflows.

3. Compliance and Risk Management

• Ensure procurement and administrative activities adhere to company policy and regulatory requirements.
• Support regular audits of procurement records and administrative systems.

4. Facility and Finance Coordination

• Monitor the performance and service levels of all facility management services (e.g., cleaning, maintenance, pest control).
• Track and verify payments related to facility services to ensure timely and accurate processing.
• Coordinate with Cluster Finance team on billing matters, including resident charges, vendor invoices, and reconciliation.
• Support contract management by maintaining updated records, tracking contract expiry/renewal dates, and ensuring compliance with service agreements.

5. Resident Onboarding and Tenant Management

• Manage and update the Tenant Management System (TMS) to ensure accurate resident records and room allocations.
• Oversee room allocation processes in coordination with relevant departments.
• Plan and execute onboarding activities for new residents, including scheduling onboarding times and conducting orientation programs.
• Facilitate the handing and taking over of room inventories, ensuring proper documentation and condition checks.

6. Departmental Support

• Collaborate with other departments to assess procurement and operational needs.
• Provide logistical and administrative support for dormitory projects and initiatives.
• Coordinate deliveries and asset distribution across the dormitory.

7. Reporting and Documentation

• Maintain comprehensive records of all procurement and administrative activities.
• Generate periodic reports for the General Manager on procurement performance, spend analysis, and vendor effectiveness.
• Use data insights to inform decisions and improve procurement efficiency.

8. Community Engagement and Resident Programs

• Organise dormitory events and festivities in line with FEDA (Foreign Employee Dormitories Act) requirements to promote resident well-being and engagement.
• Coordinate with internal and external partners to plan and execute meaningful programs and celebrations.
• Create short digital content, such as TikTok videos, to showcase dorm engagement activities regularly and support resident training, education, and awareness initiatives on various themes such as safety, dormitory rules, and gracious community living.
• Work with other departments to disseminate and collate feedback and surveys to/from residents and various sources for continuous programme improvement.

Additional Strategic Duties

• Drive digital transformation across administrative processes, including electronic documentation, digital forms, and automated workflows.
• Monitor and be the point of contact for Tenant Management System in areas of system updates, troubleshooting, and training.
• Conduct vendor performance reviews and support procurement audit readiness.
• Maintain a procurement calendar and manage contract renewal timelines proactively.
• Develop monthly dashboards summarizing key administrative KPIs and procurement metrics.
• Support onboarding of new admin and support staff and maintain up-to-date SOP repositories.
• Maintain a contingency plan for key admin functions including digital backup and vendor fallback.
• Serve as main coordinator for broadcast of internal notices and multilingual materials for residents.

Qualifications:

• Minimum 3 years of experience in procurement, administration, or operations management; experience in hospitality, dormitory, or property management is preferred.
• Strong knowledge of procurement principles and vendor management.
• Proficiency in Microsoft Office Suite and procurement software/systems.

Key Skills:

• Excellent organizational and multitasking ability.
• Strong communication and interpersonal skills.
• Attention to detail and accuracy in record-keeping.
• Ability to work independently and collaboratively across teams.
• Analytical and problem-solving skills.
• Familiarity with relevant legal and regulatory compliance.
• Friendly, approachable, and able to build good rapport with diverse groups of residents and stakeholders.

Work Environment:

• Standard business hours with flexibility for urgent tasks, events, or special projects.
• Willingness to work on weekends when required for dorm activities or operational needs.
• Regular engagement with internal departments, residents, vendors, and external stakeholders.
• Occasional physical activity involving lifting or moving supplies/equipment.