Assistant Manager / Manager, Operations & Administration

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.

About the role

To manage CCF's workplace operations, office administration and internal services to ensure efficient, safe and reliable day-to-day operations across our offices at Main Office, KKH and NUH. The role is responsible for facilities and workplace management, office administration, business continuity coordination, team supervision and operational resource management. The incumbent is also expected to identify and implement practical process improvements to enhance operational efficiency, service responsiveness and resource utilisation. Working collaboratively with internal departments, external service providers and relevant stakeholders, the incumbent will ensure that CCF's operational and administrative arrangements remain effective, responsive and aligned with organisational needs.

Key responsibilities

• Manage facilities and workplace operations across CCF's Main Office, KKH and NUH to ensure that premises remain safe, functional, well-maintained and operationally ready.
• Manage space planning, office utilisation, lease-related matters, additions and alterations (A&A), mechanical and electrical (M&E) works, facilities improvement projects and workplace optimisation initiatives.
• Manage the maintenance, servicing, repair and replacement of office equipment, furniture, fixtures, air-conditioning systems, electrical fittings, CCTV systems and other facilities infrastructure, as applicable.
• Manage facilities-related contracts and service agreement renewals, including air-conditioning maintenance, pest control, cleaning services, CCTV health checks and other facilities management services, ensuring timely renewals and appropriate service coverage.
• Consolidate annual facilities-related budget inputs, maintenance forecasts and operational requirements for annual budget planning. Review cost reasonableness, proposed expenditure and associated operational risks, and recommend cost-effective solutions where appropriate.
• Liaise with building management, landlords, contractors and relevant regulatory authorities on facilities, workplace safety, building compliance and operational matters, where required.
• Manage daily office administration and internal support services to ensure the smooth and efficient functioning of CCF's workplace operations.
• Supervise assigned facilities and administrative personnel, including work allocation, performance monitoring, coaching and staff development.
• Manage and coordinate the periodic review and maintenance of CCF's Business Continuity Management Plan (BCMP) to ensure its continued relevance and alignment with organisational operations and requirements.
• Review existing facilities management, office administration and internal service workflows to identify inefficiencies, duplication and opportunities for improvement.

About you

• Diploma or degree in Facilities Management, Building Management, Business Administration, Estate Management or a related discipline.
• At least 3–5 years of relevant experience in facilities management, office administration, workplace operations or corporate services.
• Experience in managing or coordinating office relocation, renovation, facilities improvement or workplace-related projects would be an advantage.
• Familiarity with business continuity planning, workplace safety, risk management and relevant regulatory requirements.
• Experience in vendor management, procurement coordination, budgeting and contract administration.
• Proficiency in Microsoft Office applications and familiarity with digital tools used for administrative and operational processes.
• Ability to manage workplace facilities, maintenance activities and administrative operations effectively.
• Ability to plan, coordinate and follow through on relocation and improvement projects within agreed timelines.
• Ability to work effectively with internal departments, contractors, suppliers and external parties.
• Strong organisational skills, attention to detail and ability to manage multiple priorities.