Assistant Manager, Office Management & PMO Support (TGCH)

Worq AI; Singapore; On-site; SGD 70,000 - 110,000; Full time

Job summary

Worq AI is seeking an experienced Office & Facilities Manager to operate independently and support hospital planning activities through comprehensive office administration, facilities coordination, and project support.

You will lead relocation projects, oversee safety and compliance, manage vendor contracts, procurement, and office operations, ensuring a safe, efficient workplace and smooth stakeholder engagements in a complex healthcare setting.

Qualifications

• Minimum 3-5 years of experience in corporate office management or facilities coordination within healthcare or institutional environments.
• Experience in office setup/relocation and vendor management is desirable.
• Strong organisational and stakeholder management abilities.

Responsibilities

• Plan and coordinate office relocation and new office setup, including move-out, make-good, and fit-out procurement.
• Oversee day-to-day office operations, safety, utilities, and office infrastructure in a healthcare setting.
• Manage contracts for office space, facilities services, and workplace systems; liaise with vendors and landlords.
• Coordinate visitor management, room booking, access control, and reception services.
• Support budgeting, procurement, and records management; ensure compliance with safety and regulatory requirements.
• Provide administrative support to leadership and organize internal communications and events.

Skills

Independent working

Stakeholder management

Organisational skills

Communication

Education

Bachelor4s degree in Business Administration / Office Management / Facilities Management / Healthcare Administration

Tools

Microsoft Office

Job description

The role requires a candidate who can operate independently, manage a broad range of office, workplace, administrative, and operational matters, and ensure the planning office is effectively supported for project delivery, stakeholder engagement, and day-to-day operations in a complex healthcare and institutional context.

Job Responsibilities

Office & Facilities Management

• Plan and coordinate office relocation and new office setup, including move-out, make-good requirements, move-in, renovation works, and fit-out procurement, to ensure the office is fully operational-ready according to stipulated timeline.
• Oversee day-to-day office and facilities operations to maintain a safe, functional, and efficient work environment that supports hospital planning activities, including the upkeep of furniture, utilities, shared amenities, and office infrastructure.
• Coordinate maintenance, repairs, improvement works, and resolution of office space and facilities issues to support smooth operations.
• Ensure workplace safety, health, and fire safety requirements are met, including maintenance of safety equipment, regulatory compliance, and coordination with Fire Wardens on preparedness and emergency protocols, in line with organisational and healthcare institutional requirements.
• Manage leasing matters, including landlord liaison, lease administration, renewals, and compliance.
• Oversee pantry management and parking administration to support daily office operations and staff needs.
• Liaise with IT and relevant teams to ensure workplace systems are reliable and enhanced as needed.
• Coordinate with internal stakeholders, service providers, landlords, and external parties to ensure timely resolution of office management matters.

Workplace Operations & Visitor Management

• Coordinate workstation provisioning and ensure each workspace is properly set up with the required equipment and accessories.
• Manage workplace systems, including access cards, visitor management, and room and resource booking systems.
• Manage visitor coordination and reception to ensure a seamless and professional visitor experience.
• Establish and streamline workplace processes and workflows to improve operational efficiency.
• Support business continuity and contingency planning for office operations, including coordination during facilities, safety, or workplace system disruptions, to minimise impact on hospital planning and project operations.

Vendor, Contract & Procurement Management

• Manage contracts for office space, facilities services, and workplace systems.
• Serve as the primary point of contact for vendors, including cleaning, security, maintenance, IT, and utilities providers.
• Monitor vendor performance, service standards, and contractual compliance.
• Drive cost-effectiveness and continuous improvement in vendor services.
• Oversee procurement of office supplies, equipment, and services, including vendor sourcing and onboarding.
• Manage the delivery, commissioning, inventory, tracking, maintenance, and issuance and return of office assets, equipment, and supplies.
• Maintain office records, documentation, and administrative systems, including contracts, inventories, access records, and standard operating procedures.
• Monitor office-related expenditure, track spending against budget, and support cost planning and financial reporting for office operations.

Administrative & Team Support

• Provide administrative support to the TGCH team and leadership, including calendar coordination, meeting support, and preparation of reports and presentations, for internal healthcare planning discussions and stakeholder engagements.
• Support staff onboarding, workspace setup, offboarding, and engagement activities.
• Coordinate office-based events, meetings, and hosted visits, including logistics, vendor coordination, room setup, and onsite support, particularly for healthcare, institutional, and external stakeholder engagements.

Education and Experience

• Degree in Business Administration, Office Management, Facilities Management, Project Management, Healthcare Administration, or a related discipline.
• 3-5 years of relevant experience in corporate office management, administration, facilities coordination, workplace operations, or project support, preferably within a healthcare, hospital, academic medical, or other institutional environment.
• Demonstrated experience in office setup and relocation, vendor and contract management, procurement coordination, and budget tracking within healthcare or other institutional operating environments will be a strong advantage.
• Strong organisational, coordination, and stakeholder management skills, with the ability to work independently, exercise sound judgement, and manage multiple priorities in a fast-paced environment.
• Good communication and interpersonal skills, with the ability to engage effectively with internal stakeholders, external partners, and service providers.
• Strong digital proficiency, including the ability to use emerging AI-enabled productivity tools to support coordination, document preparation, reporting, information management, and workflow optimization.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.