Executive Officer, Operations - Jurong West

Catholic Welfare Services, Singapore; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

Catholic Welfare Services, Singapore invites applications for the role of Executive Officer, Operations at St Joseph's Home in Jurong West. The role covers procurement, inventory and staff administration to support smooth day-to-day operations.

You will coordinate with departments, manage vendors, monitor stock, and assist in medical store procurement. A Diploma/Degree in business, operations or healthcare administration and 1–3 years of relevant experience are preferred.

Qualifications

• Diploma or degree in Business Administration, Operations Management, or Healthcare Administration.
• Experience in healthcare/nursing home/service operations is a plus.
• 1–3 years in administrative or operations support roles is desirable.

Responsibilities

• Procurement Management: source items, obtain quotations, approvals, and manage POs.
• Inventory Management: monitor stock, perform regular checks, and generate reports.
• Staff Administration: prepare access cards and manage staff locker inventory.
• Procurement Support for Medical Store: assist in medical and housekeeping procurement.
• Supporting Duties: provide admin assistance to Reporting Officer and Operations Lead.

Skills

Organisational skills

Written & verbal communication

Problem solving

Attention to detail

Teamwork

Am8ze procurement system

Education

Business Administration

Operations Management

Healthcare Administration

Tools

Am8ze e-procurement

Job description

St Joseph's Home, a Person-centered residential healthcare facility located in Jurong West, is redefining the way we take care of our elderly, and would like to invite suitable candidates to apply for the position of:

Executive Officer, Operations

Key Responsibilities:

Procurement Management

• Source items for departments, obtain quotations, and ensure approvals based on value thresholds
• Work with Reporting Officer to secure reliable vendors and competitive pricing for recurring purchases (e.g. stationery, kitchen, etc)
• Manage and update the e-procurement system (Am8ze), including product and price changes from GPOs
• Monthly ordering of PPE items through ST Logistics
• Collate and confirm orders with relevant departments for GPO items and submit to ALPS
• Process purchase orders, ensure timely delivery, and liaise with vendors for urgent needs
• Handle invoice matching and submission of bills to Finance for payment processing
• Provide guidance and support to Am8ze users
• Maintain good vendor relationships and ensure compliance with CWS procurement guidelines

Inventory Management

• Inventory Monitoring
  • Maintain accurate stock records (Admin Office stationery, kitchen, and other supplies
  • Conduct regular stock checks to ensure sufficient inventory levels (stores and clusters)
• Reporting & Compliance
  • Consolidate, prepare and submit monthly inventory reports by the 5th of the following month to the Reporting Officer (Admin Office stationery, kitchen, and Facilities Maintenance Stores)
  • Conduct monthly kitchen audits to ensure compliance with food safety, hygiene, sanitation, and operational standards.
  • Maintain proper documentation of stock movements for tracking and audit purposes.
• Expiry & Safety Management
  • Monitor expiry dates and flag items nearing expiry.
  • Ensure proper storage conditions are maintained.
• Process Improvement
  • Streamline ordering and procurement process
  • Optimise inventory management to reduce overstocking and wastage.

Staff Administration

• Prepare staff access cards and name tags
• Manage staff locker inventory and allocation

Procurement Support for Medical Store

• Provide support in the procurement of medical and housekeeping supplies in the absence of the Admin Assistant (Medical Store).

Supporting Duties

• Other administrative assistance required by the Reporting Officer and Operations Lead

The incumbent is responsible for:

• Ensuring efficient and accurate management of procurement, inventory, and administrative processes to support smooth operations.

Educational Qualifications

Diploma/Degree in:

• Business Administration
• Operations Management
• Healthcare Administration (for nursing home / healthcare setting) Or any relevant qualifications

Experience Requirements

• 1–3 years of experience in:
  • Administrative or operations support roles
  • Coordination of workflows, scheduling, or logistics
  • Experience in healthcare / nursing home / service operations is a plus
  • Exposure to procurement, vendor coordination, or reporting is advantageous

Core Competencies

• Strong organisational and coordination skills
• Good communication (written & verbal)
• Problem-solving and ability to handle multiple tasks
• Attention to detail
• Ability to work independently and as part of a team

Personal Attributes

• Responsible and dependable
• Proactive and willing to learn
• Able to handle fast-paced environment
• Good interpersonal skills (important when working with multiple departments)

Salary will be commensurate with experience and qualifications.