Hospital Admin Executive

The Role

The Hospital Admin Executive plays an essential position in supporting administratively to VES Hospital associates. The incumbent will establish and build great working relationships with internal business stakeholders. He/she will work very closely with the Hospital Director, ensuring smooth hospital operations.

Responsibilities

Hospital Administration:

• Support to hospital leaders in organizing and coordinating meetings such as Head of Department meeting, Townhall, etc.
• Support Referral Care Manager in coordinating Dine & Learn activity in the hospital on a biweekly or monthly basis.
• Work closely with Hospital Director or Referral Care Manager for any externship or attachment clinicians visiting the hospital.
• Work closely with the committee to organize and coordinate associate engagement activities such as Chinese New Year, Christmas Party and/or activities define and requested by Hospital leadership team.
• Monitor and maintain stock of snacks and drinks, stationery, scrubs, nametag, and pouches and take initiative to reorder.
• Responsible for incoming and outgoing mail, distributing mail to respective department.
• Prepare documents and renew licenses of the clinic (AVS, HSA, NEA)
• Prepare daily/ weekly/ monthly reports and presentation slides.
• Provide support in yearly and/or ad-hoc inventory activity (if required)

People and Organization Management:

• Maintain accurate and updated database of new hires and resigned associates and coordinate with People & Organization team, ensuring email account creation and deletion, issuance of scrubs and lockers, registered fingerprint and facial recognition for new hire.
• Work with line manager ensuring incoming and outgoing associates complete the onboarding and offboarding checklist.
• Provide technical support on time attendance system to associates when fingerprint and/or face recognition issues occur.
• Support scheduling and roster uploading
• Provide basic user support for P&O-related systems and processes

Finance Administration:

• Follow up on outstanding bill settlement from pet owners, associate and various associations on a monthly basis
• Assist with billing, invoicing, and payment follow-up with finance
• Prepare invoices for uploading for payment to finance
• Maintain accurate financial records and supporting documentation

Compliance and Licensing:

• Assist with preparation and submission of regulatory reports.
• Coordinate renewal of hospital licenses, permits, and certifications.
• Ensure administrative records comply with organizational and regulatory requirements.
• Support audit preparation and document management.

Digital and Process Improvement:

• Support the adoption of systems such as Microsoft 365, Power Automate, Copilot, and reporting tools.
• Identify opportunities to improve administrative efficiency.
• Assist with workflow automation and documentation initiatives.
• Maintain administrative dashboards and operational reports.

Requirements

• Diploma or Degree in Business Administration, Management, Healthcare Administration, or related field.
• Minimum 2–3 years of administrative experience.
• Experience in healthcare, veterinary, hospitality, or service industries is an advantage.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Familiarity with Power BI, Power Automate, and Microsoft Copilot is beneficial.