Associate Executive, Operations

Company description:

SingHealth Polyclinics, a leader in family medicine, provides seamless, patient-centred and preventive healthcare that is affordable and accessible to all.

SingHealth Polyclinics' network of polyclinics provides primary healthcare services to the community. It plays an integral role in promoting a healthy lifestyle within the community and empowering families with the knowledge of common health issues, care and treatment options.

SingHealth Polyclinics is a member of Singapore Health Services (SingHealth) - a public healthcare cluster which also manages three hospitals and five specialty centres.

Job description:

About the Role

We are looking for a hands-on and detail-oriented operations staff who is proactive, willing to walk the site and administratively strong. The successful candidate will oversee day to day operations and maintenance of HQ premises while supporting clinics to ensure a safe, functional and well-maintained working environment.

Key Responsibilities

• Manage service providers including but not limited to cleaning, pest control, copiers, water dispensers to ensure consistent service standards is maintained throughout HQ office and clinic areas.
• Handle and respond to all maintenance and repair works and ensure jobs are followed through from raising of requisition to job completion and invoice verification.
• Coordinate with contractors and landlords on all M&E related tasks (such as electrical works, lighting repairs, aircon servicing and repair and CCTV).
• Ensure relevant licenses and contracts are tracked and renewed with the Authority in a timely manner and support inspections and ensure timely follow up on compliance requirements.
• Support access control on cards/keys issuance, programming and securing storage of documents
• Oversees daily dispatch and courier services and optimising delivery workflows to reduce non-delivery and providing best cost-effective methods to staff while ensuring billing accuracy
• Support and coordinates telephony system, including liaising with IT vendors/service providers on troubleshooting, system implementation and deployment.
• Prepare mobile allowance submission and ensuring mobile services contract are renewed in time.
• Support environmental sustainability reporting and initiatives, including NEA WRMS submissions, dashboard tracking, and implementation of green practices.
• Act as department Fire Warden and coordinate annual fire drill with Landlord while ensuring safety equipment (e.g. AED and first aid kit) is properly maintained and compliance.
• Serve as department point of contact for administrative matters. Provide administrative supports including coordinating schedules, meetings, and operational communications such as eDM.
• Perform any other duties as and when assigned.

Standard Qualification:

• Diploma in any discipline, preferably in Business Administration
• Proficiency in Microsoft Office applications
• Good written and verbal communication skills
• Good organisational and time management skills
• Meticulous in administrative duties
• Ability to work independently
• Ability to maintain calendars and schedule appointments
• 1-2 years working experience in an office environment preferred