We Are Hiring!

The Operations Executive assists and reports to the Head of Operations, and is responsible for overseeing facility operations, maintenance and upgrading projects, developing and reviewing standard operating procedures (SOPs), and crisis management. They conduct training exercises and drills, and liaise with regulatory authorities to ensure efficiency and compliance while consistently meeting all deadlines and quality standards. This role includes regulatory compliance, vendor supervision and management, as well as assisting the Head of Operations in drafting and reviewing SOPs, Business Continuity Plans (BCPs) and operational policies.

 

Key Responsibilities:

1. Facility Upgrading & Renovations

· Supervise contractors for facility upgrading projects and renovations, ensuring quality and compliance with regulatory standards.

· Ensure projects are executed according to approved plans, budgets, and timelines.

· Conduct quality checks and compliance audits during and post-renovation.

· Address and resolve project challenges, minimising impact on daily operations.

 

2. Facility Operations & Maintenance

· Oversee daily facility operations, ensuring functionality and efficiency.

· Manage preventive and corrective maintenance for building systems (ACMV, electrical, plumbing, pools, lifts etc.).

· Conduct regular inspections to ensure compliance with safety and operational standards.

· Coordinate repairs, upgrades, and renovations, to minimise disruptions to residents, visitors and operations.

· Supervise contractors, ensuring adherence to timelines, budgets, compliance, safety regulations and quality standards.

 

3. Vendor Management

· Oversee and coordinate outsourced service providers, such as for fire safety, landscaping, pest control, etc.

· Ensure vendors adhere to quality standards, compliance, and cost-effectiveness.

· Conduct periodic reviews to assess vendor performance and service efficiency based on performance matrix.

 

4. Security, Safety & Regulatory Compliance

· Assist the Head of Operations in drafting and reviewing operational policies.

· Ensure compliance with emergency response plans, fire safety regulations and other operational SOPs, BCPs, including conducting training and drills.

 

5. Other Duties

· Perform any other duties as assigned by the Management Committee, Chief Executive Officer or Head of Operations.

 

Skills Required:

· Facilities Management Expertise – Understanding of ACMV, electrical, plumbing, lifts, pools, and general building systems.

· Project Management – Ability to oversee renovations and upgrading projects, ensuring adherence to timelines and budgets.

· Vendor & Contract Management – Negotiation skills to supervise and manage outsourced service providers and ensure cost-effectiveness.

· Regulatory Compliance – Knowledge of fire safety, emergency response plans, and operational SOPs/BCPs.

· Security & Safety Oversight – Experience in managing access control systems, CCTV monitoring, and adhering to safety protocols.

· Problem-Solving & Decision-Making – Ability to address challenges and implement effective solutions.

· Communication & Stakeholder Coordination – Strong interpersonal skills to liaise with vendors and internal teams.

 

Qualifications Required:

· Diploma in Facilities Management, Engineering, Business Administration, or a related field.

· Certifications in Workplace Safety & Health (WSH), Fire Safety Management, or ACMV systems (preferred).

· 3 to 5 years of experience in facility operations, maintenance, and project management.

 

The Operations Admin Executive assists and reports to the Head of Operations and is responsible for supporting and improving operational efficiency through effective procurement processes and administrative coordination.  

 

Key Responsibilities:

1. Stock/Donation-in-Kind (DIK) Management & Order of Supplies (Procurement)

Stock Management 

• Receive and manage DIK stocks and update through the Stock Management System (SMS) including generating monthly DIK reports 

• Maintain inventory tracking, withdrawal forms and monthly reporting 

• Procuring food and housekeeping items in accordance with the SOP 

• Monitor stock expiry in SMS and propose usage plans 

 

Procurement 

• Order food and housekeeping items as per SOPs through Supplier Purchase Orders System (POS) 

• Update pricelist in Donation System and perform annual price survey 

• Work closely with other stakeholders on stock utilisation 

 

2. Procurement Management

• Manage the full cycle of procurement activities including sourcing, evaluation and selection of vendors 

• Raise purchase requisition through POS 

• Ensure proper documentation and follow-up for invoices and supporting documents from vendors 

 

3. Contract and License Renewal Management

• Monitor contract and license lifecycles to proactively identify upcoming expirations across vendors, service providers and regulatory bodies 

• Trigger renewal workflows by requesting updated quotations, verifying scope changes and negotiating revised terms 

• Coordinate with internal stakeholders to confirm renewal requirements, budget approvals and compliance alignment 

• Maintain centralised renewal calendar to ensure timely follow-ups and prevent lapses in service or legal coverage, including license renewals for software, systems and regulatory permits 
• Track and document renewal decisions, quotation comparisons and approval trails to support audits and procurement transparency 
  

 

4. Other Duties

• Perform any other duties as assigned by the Management Committee, Chief Executive Officer and Head of Operations. 

 

Skills: 

• Problem-Solving & Adaptability – Responding to supply chain disruptions and changing needs. 

• Communications & Stakeholder Coordination – Strong interpersonal skills to liaise with vendors and internal teams. 

• Attention to Detail – Identifies discrepancies and ensures documentation accuracy. 

 

Qualifications: 

• Minimum relevant diploma in supply chain management, business administration or a related field. 

• Alternatively, at least 5 years experience in procurement, purchasing or supply chain operations. 
  

 

The HR Executive (Payroll and HR Administration) will play a vital role in managing HR operations, with a strong focus on payroll processing, HR administration and staff welfare. This role requires high discretion, confidentiality and the ability to adjust to rapidly changing scenarios. It will ensure compliance with local employment regulations and support projects that enhance operational efficiency. 

Key Responsibilities 

Payroll Processing 

• Manage end-to-end payroll processes, including salary computation, statutory submissions, and payslip generation. 

• Ensure accurate and timely calculations of overtime, leave, and payroll adjustments while maintaining strict confidentiality to mitigate any potential PDPA breaches. 

• Address and resolve payroll-related queries with respect and discretion. 

• Liaise with government or regulatory bodies to ensure compliance, timely and accurate submissions. 

 

HR Administration 

• Maintain and update employee records with discretion, ensuring data accuracy and compliance with PDPC’s regulatory requirements to mitigate any potential PDPA breaches. 
  
  
• Handle HR-related inquiries professionally, focusing on payroll, leave, staff welfare and benefits (including helping to plan and organise any staff retreat, staff welfare activities / events).  
  
  
• Work with the HR Manager to study and review staff’s promotions, career progression and succession planning. 
  
  
• Support the HR Manager to handle staff’s discipline, Performance Improvement Plan (PIP) procedures, grievances, work conflict and disputes. 
  
  
• Help provide timely feedback of any staff’s concerns, distress affecting their mental and physical well-being (including staff’s accommodation and overseeing their living conditions).   
  
  
• Propose staff retention options, initiatives, and strategies to better retain talents and reduce staff turnover including conducting or facilitating required surveys and interviews to gather valuable feedback. 
  
  
• Support HR’s coordination of interviews, onboarding (including offer letters, contracts, new hire documentation), offboarding processes (interviews, recruitment agencies on staff repatriation, interviews off-boarding to ensure a smooth exit experience) and liaising with the various supporting Depts. 
  
  
• Assist with HR projects, adapting quickly to changing priorities and evolving needs. 

 

Compliance & Reporting:  

• Ensure adherence to HR policies, procedures, and Singapore labour laws. 

• Accurately and timely preparation of HR reports, payroll summaries, and statutory filings with confidentiality. 

• Maintain a high level of professionalism, always safeguarding sensitive employee information. 

• Help organize regular Townhall meetings for staff to dialog, discuss and clarify any concerns with HODs and CEO. 

 Any other duties as assigned by the HR Manager or CEO.  

 

 Requirements 

• Diploma or degree in Human Resource Management, Business Administration, or related fields. 

• Minimum of 2 years of experience in HR administration and payroll processing.  

• Strong understanding of Singapore labour laws and payroll regulations. 

• Work experience in healthcare sector will be an advantage. 

• Good communications (written and oral) and presentation skills. 

• Good problem-solving and analytical skills. 

• Proficiency in payroll software, and MS Office applications. 

• Exceptional attention to detail, organizational skills, and discreetly managing sensitive information. 

• Adaptable and capable of handling multiple tasks in a fast-paced environment. 
  

 

 

The IT Executive assists and reports to the Head of Operations and is responsible for managing the project to attain Health Information Bill (HIB) compliance, and supporting the Home’s digital infrastructure, ensuring smooth operation of hardware, software and network systems during its Nursing Home Transition (NHT) and steady state after the Home attains MOH’s license to operate as a Nursing Home. This also involves providing technical support to staff, managing cybersecurity protocols and coordinating with vendors to maintain system reliability.  

Main Responsibilities and Duties 

 1. IT Infrastructure & Systems Support

• Manage and maintain daily operations of IT systems and endpoints. 

• Provide Level 1 and 2 technical support to staff across departments. 

• Coordinate with external IT vendors to ensure timely resolution of issues and system upgrades. 

 2. Network & Security Management

• Monitor and maintain IP networks, Wi-Fi access points, and VPN connections. 

• Implement and uphold cybersecurity protocols in compliance with the latest Cybersecurity Act. 

• Support firewall and endpoint protection systems. 

 3. Cloud & Software Administration

• Administer Microsoft 365 suite, including Teams and SharePoint. 

• Support cloud services used by the Home. 

• Assist in onboarding new applications and digital tools for clinical and administrative use. 

• Manage and support both offline and cloud-based backup solutions to ensure comprehensive data protection and rapid recovery. 

 4. Asset & License Management

• Maintain accurate inventory of IT hardware, software, and licenses. 

• Track movement of IT assets and ensure compliance with internal policies. 

• Support procurement and renewal of maintenance contracts. 

 5. Operational Support & Process Improvement

• Collaborate with nursing and administrative teams to optimise workflows through technology. 

• Assist in piloting new tools and digital initiatives to enhance resident care and staff efficiency. 

• Manages staff onboarding and offboarding (device setup, account access, deactivation) 

• To identify list of risks and threats, mitigating measures (including control measures), emergency responses and recovery measures. 

• Document IT procedures and contribute to SOP development. 

• Conduct the necessary IT Disaster Recovery & Cyber-security Table-Top Exercises and Drills.  

• Involved in all IT-related projects from Statement of Need, implementation, review and upgrading works, if required. To ensure that the system is scalable and not a dead-end system.   
• Responsible for identifying and managing IT budget and expenses (both capital and recurring).  
  

 

Requirements: 

• Diploma or Bachelor’s Degree in Information Technology, Computer Science, Management Information Systems or equivalent.
   
• Microsoft certification in Security, Compliance, and Identity Fundamentals 
  
  
• Good understanding of cybersecurity standards, protocols and frameworks, and works in compliance with the Cyber Security Act 2018, Health Information Bill, and Personal Data Protection Act.
   
• Knowledge of Cloud services management and provisioning such as Azure AD, Office365 Services, Exchange Services, Endpoint Service. 
  
  
• Knowledge of global cybersecurity risks and trends to implement effective mitigation strategies to safeguard digital assets. 
  
  
• Knowledge of cloud and infrastructure technologies to evaluate new technologies to meet current and future business needs. 
  
  
• Knowledge in IT Disaster Recovery and Business Continuity Planning is an advantage. 
  
  
• Ability to think and act independently, quickly and effectively to solve issues as they arise. 
  
  
• Ability to communicate effectively, handle multiple tasks and take on new challenges. 
  
  
• Ability to methodically identify causes of complex issues, evaluate it and develop solutions in collaboration with the team.