Administrative Executive (Operations)

BUSINESS EDGE PERSONNEL SERVICES PTE LTD; Singapore; On-site; SGD 31,000 - 32,000; Full time

Job summary

TJC is seeking an Administrative Executive (Operations) to support the Operations Manager in day-to-day College operations, including estate and facilities management, procurement, contractor coordination, safety and security, logistics, asset management and operational administration.

Qualifications

• Experience in operations, estate and facilities management.
• Ability to coordinate contractors and service providers.
• Strong documentation and asset management abilities.

Responsibilities

• Support daily management of facilities, infrastructure and operations.
• Coordinate repairs and maintenance with contractors.
• Assist in procurement, vendor liaison and contract administration.
• Plan and coordinate relocation to Bedok Rejuvenated Campus (BRC) end of 2027.
• Maintain records of maintenance, assets and inventories.

Skills

Organizational skills

Coordination

Microsoft Office

Tools

Microsoft Office

Job description

Location : Tampines Ave 9

Position : Administrative Executive (Operations)

Salary: $2,760 to $2,800 per month depending on qualification and relevant working experience.

Working Hours:

• Monday to Friday: 8:00am to 5:00pm
• Lunch: 1 hour
• Saturday: Day Off

Job Purpose

The Administrative Executive (Operations) supports the Operations Manager in the effective day-to-day operations of the College, with primary responsibilities in estate and facilities management, procurement, contractor coordination, safety and security, logistics, asset management and operational administration.

A key focus of the position will be to support the planning and operational preparation for TJC's Bedok Rejuvenated Campus (BRC), and the College's relocation from the Tampines Holding Campus to BRC at the end of2027.

Key Responsibilities

A. School Operations, Estate & Facilities Management

• Support the Operations Manager in the daily management of the College's facilities, infrastructure and operational requirements.

• Conduct regular inspections of classrooms, offices, common areas and facilities; identify defects, safety concerns and maintenance requirements.

• Coordinate repair, maintenance and servicing works with contractors and service providers and follow through to satisfactory completion.

• Monitor the cleanliness, functionality and general condition of the College premises.

• Coordinate with cleaning, security, maintenance and other service providers on operational requirements and service performance.

• Maintain proper records of maintenance works, servicing schedules, defects, warranties and follow-up actions.

• Assist in the management of school assets, furniture, equipment, inventories and operational supplies.

• Support safety, security, fire safety and emergency preparedness activities, including drills, inspections and follow-up actions.

• Provide logistical and operational support for examinations, College events, meetings and other activities.

• Coordinate venue setup, furniture, equipment, access, traffic, parking and other operational arrangements where required.

• Respond to operational requests from staff and ensure timely follow-up and resolution.

B. Procurement, Contracts & Administrative Support

• Assist with procurement exercises including sourcing quotations.

• Liaise with vendors on quotations, specifications, site requirements, delivery and completion of works.

• Monitor contractors' and vendors' performance and compliance with contractual requirements.

• Prepare correspondence, reports, meeting notes, schedules and other operational documentation.

• Track deadlines, outstanding works and action items and provide regular updates to the Operations Manager.

C. BRC Planning & Relocation – Key Responsibility

The Administrative Executive (Operations) will play an active supporting role in the planning, preparation and execution of TJC's move to the Bedok Rejuvenated Campus (BRC) at the end of 2027.

Key responsibilities include:

• Support the Operations Manager in overall BRC operational planning, coordination and readiness.

• Participate in BRC meetings, site inspections, coordination meetings and operational readiness exercises.

• Maintain and track BRC timelines, action items, outstanding works, defects and operational requirements.

• Coordinate with MOE, consultants, contractors, vendors and College stakeholders on BRC operational matters.

• Assist in reviewing the readiness of facilities, rooms, furniture, equipment and operational systems.

• Assist with testing, commissioning, defect identification and follow-up of rectification works.

• Maintain inventories of furniture, equipment and assets and identify items to be relocated, retained, transferred, replaced or disposed of.

• Coordinate quotations and arrangements for disposal of items that will not be moved to BRC.

• Assist in the coordination of professional moving services.

• Develop and maintain detailed moving schedules and coordinate the sequencing of departments, offices, furniture, equipment, records and assets.

• Coordinate packing, labelling, transportation, delivery and placement of items at their designated BRC locations.

• Liaise with College departments and appointed movers to ensure an orderly and properly documented relocation.

• Support the handover of the Tampines Holding Campus and taking-over of BRC.

• Provide on-site operational and logistical support during the actual relocation period.

• Assist with post-move follow-up, including outstanding defects, misplaced items and other operational issues.

• Support the Operations Manager in ensuring that BRC is operationally ready for staff and students following the relocation.

D. Other Responsibilities

• Support other College upgrading, renovation and infrastructure projects as assigned.

• Work closely with Operations Support Officers (OSOs),security officers, cleaners, contractors and other operational personnel.

• Assist in coordinating operational manpower and resources where required.

• Perform other duties relating to College administration and operations as assigned by the Operations Manager, Vice-Principal (Administration) or College management.

Key Competencies

• Strong organisational, coordination and follow-up skills.
• Ability to manage multiple operational tasks and deadlines.
• Good communication and stakeholder management skills.
• Good administrative, procurement and documentation skills.
• Ability to coordinate effectively with contractors, vendors and service providers.
• Practical problem-solving ability and attention to detail.
• Ability to work independently and as part of the Operations team.
• Proficiency in Microsoft Office and relevant administrative systems.
• Willingness to provide hands-on operational support when required.

Expected Outcomes

• The Administrative Executive (Operations) is expected to contribute towards:
• A safe, clean, secure, functional and well-maintained College environment.
• Timely resolution of operational and maintenance matters.
• Effective coordination and monitoring of contractors and service providers.
• Proper asset and operational documentation.
• Smooth logistical support for College activities.
• Effective planning and preparation for the transition to BRC.

A well-coordinated relocation from the Tampines Holding Campus to BRC at the end of 2027.

Operational readiness of BRC for staff and students following the relocation.

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