Operations Analyst

QUESS SELECTION & SERVICES PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

QUESS SELECTION & SERVICES PTE. LTD. is seeking a detail-oriented Resource & Office Administrator to oversee end-to-end resource administration, onboarding/offboarding, and workforce records across GIPS departments.

You will coordinate with hiring managers, manage budget inputs, generate reports in platforms like PPM, Jira, and Qlik, and support audits and process improvements. This role ensures accurate data, efficient processes, and well-planned facilities.

Responsibilities

• Manage end-to-end resource administration, including onboarding, offboarding, contract renewals, extensions, system access, and headcount tracking.
• Coordinate with hiring managers and line managers to facilitate resource movements and maintain accurate contingent worker profiles and records in Workday.
• Track contract validity, renewals, and extensions, including LAN IDs, PPM access, and access cards.
• Maintain accurate records of permanent, temporary, and vendor resources across GIPS departments, including resource allocation and budget details.
• Support headcount, FTE, professional services, rental, and departmental budgeting activities.
• Prepare monthly, ad hoc, and operational reports covering headcount, budgets, resource movements, onboarding/offboarding, and other departmental activities.
• Support resource reporting, data analysis, and management reporting requirements.
• Generate and maintain reports using platforms such as PPM, Jira, Qlik, and other relevant systems.
• Maintain accurate PPM data and ensure timely updates to support resource planning and reporting.
• Respond to audit requests and compliance queries by preparing accurate and timely information on permanent, temporary, and vendor resources.
• Maintain resource records, departmental organizational charts, and supporting documentation to ensure data accuracy and audit readiness.
• Review and improve onboarding, offboarding, and resource administration processes to enhance operational efficiency.
• Support process improvement and automation initiatives to streamline workflows and reduce manual effort.
• Maintain up-to-date process flows, forms, user guides, and standard operating procedures on SharePoint and shared platforms.
• Coordinate floor logistics and maintain seating plans for GIPS-occupied floors.
• Monitor seating capacity, space utilization, and related rental budgets to support effective office planning.
• Coordinate employee engagement activities, departmental events, training sessions, workshops, town halls, and offsite meetings.

Job description

Key Responsibilities

1. Resource & Operational Management

• Manage end-to-end resource administration, including onboarding, offboarding, contract renewals, extensions, system access, and headcount tracking.

• Coordinate with hiring managers and line managers to facilitate resource movements and maintain accurate contingent worker profiles and records in Workday.

• Track contract validity, renewals, and extensions, including LAN IDs, PPM access, and access cards.

• Maintain accurate records of permanent, temporary, and vendor resources across GIPS departments, including resource allocation and budget details.

• Support headcount, FTE, professional services, rental, and departmental budgeting activities.

2. Reporting & Data Analytics

• Prepare monthly, ad hoc, and operational reports covering headcount, budgets, resource movements, onboarding/offboarding, and other departmental activities.

• Support resource reporting, data analysis, and management reporting requirements.

• Generate and maintain reports using platforms such as PPM, Jira, Qlik, and other relevant systems.

• Maintain accurate PPM data and ensure timely updates to support resource planning and reporting.

3. Audit & Compliance Support

• Respond to audit requests and compliance queries by preparing accurate and timely information on permanent, temporary, and vendor resources.

• Maintain resource records, departmental organizational charts, and supporting documentation to ensure data accuracy and audit readiness.

4. Process Improvement & Automation

• Review and improve onboarding, offboarding, and resource administration processes to enhance operational efficiency.

• Support process improvement and automation initiatives to streamline workflows and reduce manual effort.

• Maintain up-to-date process flows, forms, user guides, and standard operating procedures on SharePoint and shared platforms.

5. Facilities & Office Administration

• Coordinate floor logistics and maintain seating plans for GIPS-occupied floors.

• Monitor seating capacity, space utilization, and related rental budgets to support effective office planning.

6. Employee Engagement & Transformation Support

• Coordinate employee engagement activities, departmental events, training sessions, workshops, town halls, and offsite meetings.