Senior Operations Support Executive

Vanguard Healthcare Pte Ltd; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A healthcare provider in Singapore seeks a Senior Operations Support Executive to manage daily operations at the Care Home. The role requires coordinating various services, overseeing vendor performance, and ensuring adherence to safety standards. Candidates should hold a degree or diploma with relevant experience in operations. Strong communication skills and proficiency in Microsoft Office are essential for this position.

Qualifications

• Degree holder preferred; Diploma with relevant experience may be accepted.
• Knowledge of security operations and facility management is preferred.
• Strong corporate experience in managing budgets and preparing reports is necessary.

Responsibilities

• Deliver support services and maintain performance standards.
• Coordinate and manage operational support services.
• Supervise maintenance contractors and outsourced vendors.

Skills

Knowledge of security operations

Facility management

Fire safety understanding

Budget management

Proficient in Microsoft Office

Good communication skills

Education

Degree or Diploma with 3+ years of experience

Job description

Working Location: Woodlands Care Home

The Senior Operations Support Executive (OSE)/Assistant Manager (AM) 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/AM supports the Centre Director/Manager and Chief Operating Officer (COO) in managing the various support operational services in an effective and efficient manner in accordance to stipulated service level standards.

Responsibilities

• 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.
• Support Facility Assistants in facilities management, food provision, laundry services, equipment maintenance, logistics, fire safety requirements, general administration support, transport arrangements and procurement of equipment and services.
• Work with and manage the outsourced vendors to ensure that their performance is up to stipulated service standards.
• Assist the Centre Manager in supervising and working closely with:
  • Facility Assistants and/or outsourced vendors to ensure and upkeep the cleanliness of the general and common areas of the Care Home premises.
  • Appointed maintenance contractors to provide proper and regular maintenance of all furniture, fixtures and equipment in the Care Home premises.
  • Security staff or outsourced vendors to ensure physical security of the Care Home premises.
  • 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 (including management of drivers if any).
  • Healthcare/Facility Assistants or outsourced food vendors to ensure kitchen cleanliness, and the safe and proper management and handling of food in the kitchen.
  • Handyman to ensure simple defects are rectified properly, safely and in a timely manner.
  • OAA/ MSW/ Finance Exec/CCR Exec to attend to internal/external customers’ enquiries and feedback.
  • OAA to provide general administration including stationary supplies, office administration support.
  • Relevant staff on workplace safety and fire safety requirements to ensure compliance with organization and national requirements.
• Ensures proper maintenance of administrative records, general stores, office equipment and stationery, including tagging, tracking and management of inventory.
• Adheres to procurement protocols for equipment, supplies, etc., including preparation of documentation required for procurement, taking delivery and entering invoices for claims purposes.
• Assists in collating monthly duty rosters for the operations section.
• Leverages the Integrated Healthcare Asset Management (IHAM) system to manage FM workflow and the company’s assets.
• Collates operational statistics and assists in the preparation of reports.
• Leads the team and is accountable to the Centre Director/Manager in ensuring that the above‑mentioned operations are carried out effectively and efficiently.
• Also involved in tender projects and preparation of reports.
• Takes on ad‑hoc functions/projects and assists the Centre Manager or COO in other duties as required.

Requirements

• Degree. Candidates with Diploma can be considered if they have more than 3 years of relevant operations and corporate experience performing similar functions.
• Knowledge of security operations, facility management, fire safety and workplace health and safety.
• 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).
• Confident writing ability.
• Proficient in Microsoft Office applications.
• Meticulous with an eye for detail.
• Good communication skills and ability to work with others.