Operations Executive

Community Foundation of Singapore; Singapore; On-site; SGD 42,408 - 58,032; Full time

Job summary

Community Foundation of Singapore is seeking an Operations Executive to join our team in Singapore. You will bridge operations processing and technology support, ensuring smooth day-to-day workflows while coordinating activities across systems, vendors, and users to enable transformation initiatives.

You will oversee donor due diligence, onboarding, and the accurate recordkeeping of donations and grants, ensuring documentation aligns with SOPs and internal controls.

Qualifications

• 2 years of experience in operations
• Strong organizational and time-management skills
• Analytical and problem-solving abilities
• Ability to work with ambiguity and multiple stakeholders
• Collaborative team player with proactive approach

Responsibilities

• Oversee donations and grant processing in the donor management system
• Perform bulk uploads for donations and coordinate multi-tranche grants
• Maintain thorough documentation of donations and disbursements
• Conduct donor due diligence reviews and onboarding
• Ensure compliance with internal controls and SOPs
• Coordinate vendor onboarding and due diligence with finance
• Manage IT helpdesk, user onboarding, and asset records
• Support access governance and SharePoint documentation
• Coordinate with vendors on system support and procurement
• Generate regular operational and helpdesk reports
• Assist in process improvements and SOP updates
• Support regulatory reporting to Senior Management and regulators
• Support events logistics and townhall materials

Skills

Organizational skills

Time-management

Analytical skills

Problem-solving

Stakeholder management

Verbal and written communication

Adaptability

Education

Tertiary qualification

Tools

NetSuite

Donor Portal

Job description

Operations Executive

Job Overview:

This role sits at the intersection of operations processing and technology support, ensuring smooth day-to-day execution of operational workflows while coordinating key technology activities across systems, vendors, and users to enable and accelerate organisational transformation initiatives. You will be working with existing team members, on business-as-usual activities as well as transformation related activities.

You will support both business operations and technology operations, ensuring processes are efficient, well-documented, and compliant with internal controls.

Specifically, you will be responsible for overseeing the accurate recordkeeping of donation receipts and grant disbursements, ensuring all transactions are properly documented and processed. You will also manage the Donor Due Diligence (DDD) and onboarding processes, ensuring all due diligence checks remain valid through periodic reviews, and that all documentation aligns with internal control standards and Standard Operating Procedures (SOPs).

Key Responsibilities:

Donations & Grants Processing

• Manage the receipt of donations and oversee the grant-making process using CFS’s donor and grant management system.
• Perform bulk uploads for mass donations and ensure accuracy.
• Coordinate multi-tranche grants in collaboration with the Front Office.
• Record donations and grant disbursements; maintain comprehensive and accurate documentation within the system.
• Ensure all donation and grant activities comply with CFS’s internal processes, statutory obligations, and constitutional requirements.
• Perform monthly transaction reconciliations and record endowment investment returns.
• Assist in preparing bi-annual donor statements, ensuring timely delivery of the statements.
• Monitor and respond to grant-related inquiries received via the team mailbox.

Donor Due Diligence and Onboarding Process

• Conduct compliance reviews and screenings for new donors, ensuring processes align with internal policies and standards
• Perform periodic due diligence reviews for existing donors.
• Maintain CFS’s regulatory and compliance documentation, ensuring all DDD-related policies and procedures are up to date and in line with internal and external regulations.
• Execute onboarding processes and ensure all donor documentation is complete, valid, and compliant.
• Review and elevate high-risk relationships or reputational risks uncovered during DDD and donor screening.
• Work closely with Finance team to conduct due diligence screening for vendors before onboarding and during annual vendor evaluation exercise.
• Provide full support on all regulatory and compliance matters, including periodic reporting and submissions to Senior Management, the Board and the regulatory bodies

Operations Processing & Administration

• Process and manage our team’s purchase orders (POs), invoices, and vendor records in NetSuite
• Support budget tracking and recurring payment monitoring
• Manage room bookings and logistics for team meetings and events
• Prepare and consolidate monthly/periodic reporting (e.g. dashboards, slides for Townhall)

IT Operations & End-User Support

• Manage and monitor IT helpdesk
• Triage, categorize and elevate tickets
• Route system-specific issues to appropriate owners
• Support user onboarding and offboarding
• Laptop provisioning, setup coordination and inventory updates
• Collection and decommissioning of devices
• Maintain IT inventory and asset records
• Coordinate mini IT clinics / user support initiatives

Access & Data Governance Support

• Support annual Access Matrix Review with HODs
• Maintain and update distribution lists and user access records
• Ensure proper documentation and filing in SharePoint for audit purposes
• Assist in enforcing IT Policy and SOP adherence

Technology Coordination & Vendor Management

• Coordinate with vendors on:
• System support (e.g. NetSuite, infrastructure vendors)
• Laptop procurement and replacement
• Broadband renewal and telco management
• Track vendor deliverables, quotations, and contracts
• Support procurement processes and documentation compliance

Systems & Infrastructure Support

• Coordinate:
• Patching sessions and system maintenance
• Infrastructure upkeep
• Assist in tracking and following up on:
• Security initiatives (e.g. assessments, questionnaires)
• System readiness and operational tasks

Reporting & Continuous Improvement

• Generate regular helpdesk and operational reports
• Prepare monthly statistics and consolidate year-end reporting decks
• Identify and highlight process inefficiencies or recurring issues
• Contribute to process improvements and SOP updates

Project & One-Off Task Support

• Support execution and tracking of tech-related initiatives, including
• SharePoint clean-up and optimization
• Technology evaluations (e.g. Tableau, integration tools)
• Security requirement tracking for vendors
• Coordinate follow-ups and ensure completion of assigned action items

Others

• Contribute to initiatives that enhance the effectiveness of due diligence reviews, donor onboarding processes as well as donation and grant administration, both internally and externally.
• Partner with functional experts to develop procedures, processes, and controls.
• Manage Service Level Agreements (SLAs) and support other reporting requirements as needed.
• Perform other ad hoc duties and projects as assigned.

Qualifications / Skills:

• Tertiary qualifications with 2 years of experience in Operations related work. Fresh graduates are welcome to apply.
• Possesses strong organizational and time-management skills, detailed and meticulous
• Strong analytical and problem-solving skills with ability to interpret data, identify patterns, and draw meaningful conclusions
• Able to work with ambiguity, and across different stakeholder groups
• Resourceful, self-starter and resilient
• Collaborative team player with a proactive approach
• Strong verbal and written communication skills
• Familiarity with NetSuite and Donor Portal systems will be advantage
• Experience and knowledge of working in the non-profit sector or philanthropy will be an asset.