Senior Executive / Executive, Operations Admin

Children's Cancer Foundation; Singapore; On-site; SGD 40,000 - 65,000; Full time

Job summary

Children's Cancer Foundation is seeking a proactive Facilities & Admin Coordinator to maintain our facilities, manage enquiries, and support essential internal services. You will handle upkeep, licenses, vendor coordination, PDPA records, onboarding, and asset management within a collaborative team environment.

The role emphasizes multi-tasking, meticulous documentation, and a customer-focused approach to keep our operations smooth and compliant while supporting our mission for children and

Qualifications

• Diploma in Business Administration, Facilities Management, Operations Management or related discipline.
• 3–5 years of relevant working experience.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Strong organisational and administrative skills.
• Able to manage routine facilities coordination and internal service requests.
• Good communication and interpersonal skills.
• Ability to manage multiple tasks and priorities effectively.
• Detail-oriented with good follow-through.
• Able to work independently and collaboratively within a team.
• Problem-solving mind set.
• Keen to learn and possess positive attitude.

Responsibilities

• Maintain facilities checks, update maintenance logs and coordinates repairs with vendors, contractors and staff.
• Plan and schedule facilities servicing and licensing matters (AC, pest control, CCTV health checks, safety inspections).
• Manage facilities contracts, renewals and related budget inputs for annual planning.
• Support office relocation or lease renewal activities with site assessments and documentation.
• Assist in PDPA records management, onboarding, access cards and incident coordination.
• Coordinate staff onboarding/offboarding, assets, supplies and common office equipment support.
• Support Business Continuity Plan updates and related documentation with HR.
• Assist with asset lifecycle management, tagging, tracking and disposal.

Skills

Communication

Multitasking

Teamwork

Education

Diploma in Business Administration, Facilities Management, Operations Management or related discipline

Tools

Microsoft Office

Job description

We are a team dedicated to bringing our best to improve the quality of life of children and families impacted by childhood cancer.

We share a common purpose guided by compassion, kindness and teamwork. We recognise one another’s contributions in providing holistic support on enhancing our beneficiaries’ psycho-social resilience and medical well-being.

We take pride and ownership of our work. Our commitment to personal learning and professional growth goes beyond formal training as we strive towards a culture of excellence in the way we deliver on our mission.

Responsibilities

1. Maintenance of CCF’s Facilities

• Perform routine facilities checks, update maintenance logs and maintain records of open faults, rectification status and follow-up actions. This includes monitoring fault rectification to coordinate repair works with vendors, contractors and internal staff, including quotation follow-up, site access and completion checks, aligning to workplace hygiene, safety and other relevant regulatory compliance across CCF’s facilitate (Main Office, PALS, KKH and NUH).

• Plan and scheduled facilities servicing and licensing matters, including air-conditioning servicing, pest control, CCTV health checks, fire extinguisher servicing, IAQ testing, EMA electrical licence inspection/renewal and BCA building signage license renewal.

• Manage facilities contract and agreement renewals, including air-conditioning maintenance, pest control services, cleaning services and CCTV health check arrangements.

• Consolidate facilities-related budget inputs, cost review information and maintenance forecast requirements for annual planning.

• Assist in monitoring renovation, A&A/M&E and facilities-related project timelines, vendor deliverables, budget status, site issues and operational requirements when such projects are active.

• Support office relocation or lease renewal activities, including site assessments, landlord/agent follow-ups, internal requirements gathering, comparison information, meeting notes and supporting documents.

2. General Enquiries and Visitors Management

• Manage general admin email, mainline calls, generic walk-in enquiries and route matters to the correct departments or staff.

• Support visitor routing and notification processes to ensure visitors are directed to the appropriate staff, department or office location.

• Support common communication arrangements such as automated voice message updates where required.

3. Administrative Records, PO/Invoice and Asset Support

• Maintain staff and department vendor contact listings, digital name cards and related communication records.

• Manage hardcopy mail, registered mail, courier coordination, postage, envelope printing, Postage Paid Impression and related office records logistics.

• Coordinate annual document storage/disposal exercises and related vendor or service arrangements.

• Process and track department-related POs, invoices, recurring bills and supporting documents for internal approval or payment.

• Compile budget figures, supporting information and vendor cost data where required.

• Assist in asset lifecycle management, tagging, tracking, disposal and asset sighting exercises with Finance.

• Assist with physical disposal of fixed assets or accessories when required.

4. Management of Internal Services and Common Supplies

• Assist in coordination of Business Continuity Plan (BCP)’s updates, updating of call tree, conducting of stimulations/exercises e.g Fire Drill. It also includes reviewing BCP documents, consolidating inputs, circulating instructions and maintaining BCP records, in partnership with Human Resource.

• Assist in coordination of PDPA records, circulating reminders, compiling updates and supporting PDPA workgroup in their documentation. This also includes coordinating mandatory PDPA training for new team members.

• Support staff onboarding/offboarding, including access cards, phones, mobile lines, keys, undertaking forms and admin orientation coordination.

• Issue, collect and update records for staff access cards, office keys and cabinet / pedestal keys.

• Monitor and coordinate replenishment of common supplies such as PPE equipment, stationery, paper, toner and pantry refreshment items.

• Coordinate common office equipment support, including purchase, contract renewal, servicing arrangements, vendor follow-up and user guidance for copiers, phone systems, projectors and shared equipment.

• Maintain shared equipment and wheelchair loan lists, movement records and loan/return coordination.

• Ensure timely renewal and review of office insurance including Business Multi Cover, Associated Liabilities, Volunteers, GPA Children & Youths, PDPA & Cyber Security insurance &, Public Liability Cover Note for Named Event Space).

5. Other Duties

• Perform other duties and responsibilities as assigned, aligned to the role level and Department approved scope.

Requirements

• Diploma in Business Administration, Facilities Management, Operations Management or related discipline.

• 3–5 years of relevant working experience.

• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).

• Strong organisational and administrative skills.

• Able to manage routine facilities coordination and internal service requests.

• Good communication and interpersonal skills.

• Ability to manage multiple tasks and priorities effectively.

• Detail-oriented with good follow-through.

• Able to work independently and collaboratively within a team.

• Problem-solving mind set.

• Keen to learn and possess positive attitude.