Senior Operations Executive

vanguard healthcare pte. ltd.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Vanguard Healthcare Pte. Ltd.

Singapore is seeking a Senior Operations Support Executive to assist in nonclinical administration and support operations across the Care Home facilities, delivering daily administrative, operational, logistics, maintenance, safety and security tasks to serve residents and healthcare teams. You will support the Centre Director/Manager and COO, lead a team of Facility Assistants and outsourced vendors, manage budgets, prepare reports and tender documents, and ensure

Qualifications

• Degree or Diploma; 3+ years of operations and corporate experience preferred.
• Knowledge of security operations, facility management, fire safety and workplace health and safety.
• Experience in budgets, leading teams, creating presentations, Excel data management, reporting, and tender documentation.

Responsibilities

• Deliver all support services of the Care Home and maintain performance standards.
• Plan, coordinate and manage day-to-day operations, administration, procurement, logistics, cleaning, maintenance, safety and security.
• Supervise Facility Assistants and outsourced vendors; ensure timely maintenance and safety compliance.
• Work with and manage outsourced vendors to meet service standards.
• Lead and supervise staff and partners, including rostering and coordination of activities.
• Utilise IHAM system to manage FM workflow and assets; collate operational statistics and prepare reports.
• Assist Centre Director/Manager and COO; participate in tender projects and report preparation.
• Handle ad-hoc functions and projects as required.

Skills

Security operations

Facility management

Fire safety

Workplace health and safety

Budget management

Team management

PowerPoint

Excel

Reports

Tender documents

Microsoft Office

Writing ability

Communication

Education

Degree

Diploma (considered with >3 years relevant experience)

Job description

Working Location: Senja Care Home

The Senior Operations Support Executive (OSE) assists in nonclinical administration and support operations to manage the Care Home facilities and a team to run daily administrative, operational, logistics, maintenance, safety and security activities required to deliver the required resident services to the healthcare team and residents of the Care Home. The Senior OSE supports the Centre Director/Manager and Chief Operating Officer (COO) in managing the various support operational services, as described in the next section, in an effective and efficient manner in accordance to stipulated service level standards.

• Deliver all support services of the Care Home and maintain targeted performance standards.
• Plan, coordinate and manage the various operational support services in providing day to day operations & administration, procurement & logistics support, cleaning, maintenance, safety and security services.
• Facility Assistants in supporting facilities management, food provision, laundry services, equipment maintenance, logistics, fire safety requirements, general administration support, provision of transport arrangements, and procurement of equipment and services.
• Work with and manage the outsourced vendors and ensure that their performance is up to stipulated service standards.
• Assists the CM to supervise and work closely with the following staff:
  1. Facility Assistants and / or outsourced vendors to ensure and upkeep the cleanliness of the general and common areas of the Care Home premise(s).
  2. Appointed maintenance contractors to provide proper and regular maintenance of all furniture, fixtures and equipment in the Care Home premise(s).
  3. Security staff or outsourced vendors to ensure physical security of the Care Home premise(s).
  4. Facility Assistants (Laundry) to ensure and maintain the proper laundering, folding and delivery of resident-related linen, clothing, curtains; maintenance of machinery, and coordinating of transport services to ensure timely exchange and delivery of soiled/clean linen. This includes management of drivers (if any).
  5. Healthcare/Facility Assistants or outsourced food vendors to ensure kitchen cleanliness, and the safe and proper management and handling of food in the kitchen.
  6. Handyman to ensure simple defects are rectified properly, safely and in a timely manner. 7. OAA/ MSW/ Finance Exec/CCR Exec to attend to internal / external customers’ enquiries and feedback.
  8. OAA to provide general administration include stationary supplies, office administration support.
  9. Relevant staff on workplace safety and fire safety requirements to ensure compliance to organization and national requirements.
• Ensures proper maintenance of administrative records, general stores, office equipment and stationery. This includes tagging, tracking and management of inventory.
• Adheres to the procurement protocols for the procurement of equipment, supplies, etc, including preparation of the documentations required for procurement process, taking delivery and entering invoices for claims purposes.
• Assists to collate monthly duty roster for the respective section within the operations department.
• Leverages on the Integrated Healthcare Asset Management (IHAM) system to manage FM workflow and the company’s assets.
• Collates operational statistics and assist in the preparation of reports.
• The Assistant Manager will lead the team and be accountable to the Centre Director/Manager in ensuring that the above-mentioned operations are carried out effectively and efficiently.
• The Assistant Manager will also be involved in tender projects and the preparation of reports.
• Takes on ad-hoc functions/projects and assist the Centre Director/Manager or COO in other duties as required.

Requirements:

• Degree. Candidates with Diploma can be considered if previously equipped with more than 3 years relevant operations and corporate experience performing similar functions.
• Knowledge of security operations, facility management, fire safety and workplace health and safety.
• Applicants for the AM position should also have corporate experience in managing budgets, managing teams, preparing and making PowerPoint presentations, using Excel for data management and analysis, preparing reports, and developing tender documents (including specifications and evaluation criteria).
• Applicants for the AM position should be confident in their writing ability.
• Proficient in Microsoft Office applications.
• Meticulous with an eye for detail.
• Good communication skills and able to work with others.