Administrative & Operations Support Executive (Contract)

PRIMESTAFF MANAGEMENT SERVICES PTE LTD; Singapore; On-site; SGD 46,872 - 78,120; Full time

Job summary

PRIMESTAFF MANAGEMENT SERVICES PTE LTD is seeking a PMO/Operations coordinator to support digital programmes and on-ground activations in Singapore. The role involves coordinating UAT and Beta testing with stakeholders and external vendors, ensuring QA and business alignment, and providing basic technical support during testing.

You will also help manage operational planning, audit records, and SOP/documentation updates, while coordinating meetings and tracking action items across

Qualifications

• Diploma or Degree in Business Administration, IT, PM, or related discipline.
• 1–2 years in PMO support, project coordination, operations support, UAT, or digital programme administration.
• Experience with digital transformation, system implementation, or project delivery is a plus.
• Proficient in Microsoft Office, esp. Excel with Pivot Tables, data reconciliation and reporting.

Responsibilities

• Coordinate UAT and Beta Testing with stakeholders, vendors, and users prior to releases.
• Perform testing to ensure features meet business requirements and user expectations.
• Provide basic technical support during testing and understand programme workflows.
• Coordinate user feedback sessions, usability testing, surveys and focus groups for enhancements.
• Participate in on-ground testing to validate programme functionality and gather feedback.
• Support operational planning and execution of on-ground activations and maintain activation records.
• Process IT service requests, bug reports, and data requests for Healthy 365 and other HPB digital services.
• Maintain logs of service requests and ensure timely closure.
• Develop and update SOPs, process documentation, user guides, and workflows.
• Review processes and recommend improvements for efficiency and user experience.
• Provide secretariat support for project meetings and vendor meetings, with minutes and action tracking.

Skills

PMO coordination

Stakeholder communication

Organizational skills

Meeting coordination

Agile project environments

Education

Diploma or Degree in Business Administration, Information Technology, Project Management, or related discipline

Tools

Microsoft Excel

Pivot Tables

VLOOKUP

Data reconciliation

Job description

Responsibilities

Testing & Quality Assurance

• Coordinate User Acceptance Testing (UAT) and Beta Testing with internal stakeholders, external vendors, and business users prior to each Healthy 365 application release.
• Perform functional, usability, and quality assurance testing to ensure digital programme features meet business requirements and user expectations.
• Provide technical support and basic troubleshooting during testing activities by understanding programme workflows and application functionality.
• Coordinate user feedback sessions, usability testing, surveys, and focus groups to gather insights for continuous product enhancement.
• Participate in on-ground testing sessions to validate programme functionality and collect user feedback.

Operations & On-Ground Activation Support

• Support the operational planning and execution of Healthy 365 on-ground activations.
• Process QR code requests and maintain accurate activation records.
• Conduct operational audits and ensure audit documentation, trackers, and reports are complete and up to date.
• Support administrative and operational activities to ensure smooth programme implementation.

IT Service Request Management

• Raise, monitor, and follow up on IT service requests, application issues, bug reports, and data requests relating to Healthy 365 and other HPB digital services.
• Liaise with the CIOO Operations team, IT teams, and vendors to track issue resolution and provide timely status updates.
• Maintain logs of service requests and ensure outstanding issues are followed through to closure.

Documentation & Process Improvement

• Develop, maintain, and update SOPs, process documentation, user guides, workflow diagrams, feature documentation, and operational procedures.
• Review existing processes and recommend improvements to enhance operational efficiency, user experience, and service delivery.
• Ensure documentation remains accurate, consistent, and aligned with current business processes and system enhancements.

Secretariat & Stakeholder Support

• Provide secretariat support for internal and external project meetings, including scheduling, agenda preparation, meeting coordination, minute-taking, and action item tracking.
• Support bi-monthly vendor meetings by coordinating logistics, recording meeting outcomes, and monitoring follow-up actions.
• Liaise with cross-functional stakeholders to facilitate communication and ensure timely dissemination of project updates and documentation.

Requirements

• Diploma or Degree in Business Administration, Information Technology, Project Management, or a related discipline.
• 1–2 years of experience in PMO support, project coordination, operations support, User Acceptance Testing (UAT), or digital programme administration.
• Experience supporting digital transformation, system implementation, application testing, or project delivery 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 projects and deadlines concurrently.
• Experience coordinating meetings, preparing agendas, taking meeting minutes, and tracking action items.
• Excellent attention to detail, particularly in documentation, testing, data reconciliation, and operational reporting.
• Strong communication and interpersonal skills, with the ability to work effectively with internal teams, external vendors, and business stakeholders.
• Able to work independently while contributing effectively within a collaborative project environment.
• Comfortable working in a dynamic and fast-paced environment.
• Experience in SOP development, process documentation, continuous improvement initiatives, or Agile project environments will be an added advantage.