Executive, Operations & HR Admin

Role of Executive, Operations & HR Admin (Part-time, 1-year contract)

Centre Operations & Retail Support

Centre Operations

• Serve as the first point of contact for visitors, beneficiaries, and families at the Club Rainbow Resilience Hub
• Manage front counter duties, including calls, enquiries, and visitor coordination
• Coordinate the on-site implementation of programmes, including space setup, scheduling and logistical arrangements
• Ensure general upkeep, cleanliness and maintenance of the Centre and equipment
• Manage incoming and outgoing mail, office and pantry supplies, and basic procurement
• Ensure office equipment is properly maintained and in good working condition
• Support donation handling (including donation-in-kind), as well as asset and document disposal with Finance
• Support Workplace Safety & Health (WSH) and Environmental Sustainability & Governance (ESG) initiatives, and compliance with organisational policies

Retail Support (at Ang Mo Kio)

• Support day-to-day operations of the retail shopfront, including customer service, sales transactions, merchandise display, stock replenishment and inventory management
• Facilitate the collection and fulfilment of merchandise, baked goods and online orders

HR Administration

• Provide administrative support for staff training and development activities, including course and grant registration, tracking training budget, preparation of purchase orders (PEPO), follow-up on payments and course confirmations, and collation of training certificates and feedback
• Assist in the administration and verification of staff Flexi-benefit claims and other staff benefits
• Support internship administration, including job postings, interview coordination, billing, and maintenance of related documentation for grant submission
• Coordinate interview arrangements and administer case studies or assessments where required
• Maintain and update staff rosters, mobile contact lists, employee records and general administrative documentation
• Administer and coordinate staff onboarding and offboarding, including induction arrangements and the preparation and management of related documentation and announcements
• Provide logistical and administrative support for company-wide events and initiatives such as Workplace Safety and Health (WSH) and Environmental, Social and Governance (ESG) initiatives
• Perform other ad-hoc duties and provide administrative support for HR and corporate projects as assigned

Office & Facilities Administration

• Support administrative matters across multiple centres, including new applications and renewals for office insurance, utilities, telephone lines, permits, licences and regulatory requirements (e.g. EMA-related matters)
• Procure, administer and maintain master contracts for office and facilities maintenance services, including pest control, disinfection, air-conditioning, electrical works, fire protection and other regulatory compliance requirements
• Manage office insurance policies and ensure timely renewal in liaison with relevant vendors and internal stakeholders
• Oversee door access systems, locker allocation and CCTV maintenance
• Maintain and update the contractor list, ensuring service agreements are current and properly documented
• Manage asset procurement, issuance and maintenance of mobile devices, door access cards and EZ-Link cards, and coordinate asset disposal in accordance with organisational procedures
• Oversee general office cleanliness, maintenance, and procurement of stationery and pantry supplies for HQ
• Support office refurbishment projects as and when required
• Perform any other ad-hoc duties assigned by supervisor or Head, Finance & Admin

Requirements

• Minimum ITE/Diploma in any discipline
• Minimum 3 years of relevant working experience in HR/office administration
• Proficient in Microsoft Office applications
• Pleasant personality with strong interpersonal and communication skills
• Service-oriented, hardworking and a good team player
• Organised, meticulous and able to manage multiple tasks effectively
• Willing to learn and adaptable to a dynamic work environment

Work Arrangements

• Required to work 4 days per week (Monday to Thursday or as rostered)
• Primary Work Location: Ang Mo Kio, 12.30pm to 8.30pm; or Chinatown, 9.00am to 5.00pm
• Required to provide coverage across Club Rainbow’s Centres islandwide, as rostered and when operational needs arise
• 1-year renewable contract (subject to organisational needs and performance)