Operations Executive

Far East Organization; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

Agape Services, a Christian social enterprise under Far East Organization, seeks an Administrative Assistant to support the Operations Team in Singapore. You will coordinate with clients and contractors, handle procurement, invoicing, and billing processes, and maintain inventory and staff engagement records.

The role requires a Diploma and at least 1 year of relevant experience, with strong MS Office skills, attention to detail, and the ability to work independently in a fast-paced environment.

Qualifications

• Diploma in any field.
• 1 year of relevant admin experience or similar.
• Proficient in MS Office and good communication skills.

Responsibilities

• Provide overall administration support to the Operations Team.
• Coordinate with internal and external stakeholders such as clients and contractors to ensure order fulfilment and proper documentation and billing.
• Liaise and plan job assignments for contractors according to work schedule and requirements while ensuring budget and cost control.
• Handle procurement processes including sourcing, quotes, approvals, and vendor coordination.
• Prepare pricing and costings in accordance with the framework and issue quotations and service delivery reports.
• Maintain inventory systems for machinery, equipment, and consumables with regular stock checks.
• Track staff incentives, feedback, and engagement and suggest follow-up actions.
• Assist monthly and ad-hoc billing with Finance; prepare credit notes as needed.
• Support staff engagement activities through newsletters and events.
• Undertake other administrative and operational duties as assigned.

Skills

MS Office

Communication

Organizational Skills

Adaptable

Attention to Detail

Education

Diploma

Tools

MS Office Suite

Job description

Agape Services is a Christian social enterprise under Far East Organization, whose aim is to provide meaningful employment and benefits to people with disadvantaged background, as a demonstration of the love and teachings of Jesus Christ. We offer services in laundry, cleaning, floral and corporate gifts (including art pieces), moving and disposal as well as minor renovation works. We aim to provide employment through our services to the disadvantaged who would otherwise not be able to cope in a regular work environment.

Job description:

Responsibilities

• Provide overall administration support to the Operations Team
• Coordinate with internal and external stakeholders such as clients and contractors to ensure order fulfilment and proper documentation and billing
• Liaise, coordinate, plan job assignments for contractors according to work schedule and requirements while ensuring that budget and cost are in control
• Administer the procurement process, this includes sourcing, requesting quotes in accordance with the procurement policy, obtaining approval, coordinating with vendors for the delivery of goods and services, and managing post-delivery actions
• Communicate and liaise with clients on their job request, prepare pricing and costing in accordance with the framework which includes seeking approval of the proposed quotation, issuance of quotations, issuance of service delivery reports, etc
• Manage inventory systems, including machinery, equipment and consumables. This involves conducting regular stock checks, administering records to track incoming and outgoing stock, and ensuring proper inventory management
• Maintain and analyse staff incentives, compliment, complaint and engagement feedback trackers, and recommend appropriate follow-up actions
• Prepare and coordinate with the Operations Team and Finance Department on monthly and ad-hoc billing for completed works, including the calculation of liquidated damages and preparation of the corresponding credit notes
• Assist on overtime claims on the Time-Management System in accordance with time sheets approved by Manager
• Support staff engagement initiatives by preparing monthly newsletters, planning employee activities and festive celebrations, developing Electronic Direct Mail (EDM) and training interactive quizzes to encourage participation
• Any other administrative and operational duties assigned

Requirements

• Diploma in any field
• At least 1 years of relevant experience
• Proficient in MS Office preferred
• Highly resourceful, independent and able to work in a fast-paced environment
• Excellent communication, organizational and interpersonal skills
• Adaptable, resilient and able to work under pressure
• Self-driven nature with strong attention to detail