Office Executive

Strategic Planning & Leadership

• Report directly to CEO
• Prepare performance reports for management

Operations

• Co-ordinate day to day operations across all government and non-government projects administratively.
• Work with Ops Manager, Ops Executive and Ops Supervisors to ensure that all manpower deployment, work schedules, and service delivery meet contractual requirements and client’s expectations administratively.
• Optimise workflow efficiency and reduce operational costs
• Work with Ops Manager and Ops Executive to ensure that manpower deployment is optimal and to minimise Liquidated Damages across all government and non-government projects administratively.
• Ensure that all digital field service management software are effectively used.
• Ensure that all operational equipment deployed at all work sites are in good working condition. To facilitate maintenance and repairs with external vendors whenever required administratively.
• Work with Ops Admin team to ensure that vehicles are well maintained and serviced to ensure safety and work efficiency administratively.
• Ensure that all equipment are well maintained to ensure safety and work efficiency administratively.
• To handle any disputes or complaints that may arise from members of public administratively.

Human Resource and Team Management

• Ensure that NEA licences for staff members are up to date and renewed administratively.
• Ensure that staff members are sent for relevant courses to ensure regulatory compliance administratively.
• Oversee both online and offline recruitment efforts, making sure that all recruitment campaigns are effectively carried out
• Work with both HR Executive and external HR agencies to augment manpower with part timers.
• Ensure that company and safety policies and strictly followed

Business Development

• Provide support to BD team on preparation of tenders.
• Work with BD team on private tenders and client presentation/negotiations
• Handle and submit all government tender bids
• Attend client meetings, tenders and minutes of meeting to be taken and updated to the management if needed.

Customer Relationship & After-Sales

• Maintain strong relationship with all government and non-government clients to ensure satisfaction and contract renewal
• Handle complaints and manage service recovery in a professional manner
• Maintain and reply to all client feedback received across all digital and non-digital platforms
• Drive systematic improvements in productivity, quality standards and customer satisfaction levels, implementing best practices to enhance overall service performance

Compliance & Governance

• Work with Safety & Quality Team to ensure strict compliance with ISO standards and relevant government policies while maintaining highest standards of corporate and risk management.
• Ensure that safety policies and procedures are strictly adhered to by the operational teams across all government and non-government projects
• Assist in Conducting internal audit checks with Ops Team and Safety & Quality Team to ensure strict adherence to safety policies

Administrative

• Work with Admin/Finance Team to ensure that all insurance policies are adequate to cover all government and non-government project requirements
• Ensure that all insurance policies and relevant operational licences are renewed on time
• Ensure that all minute of meetings are recorded and accurately documented
• Ensure that season parking of all company vehicles is renewed on a periodic basis
• Ensure that all vehicular summonses are promptly paid by staff members
• Ensure that all vehicular accident reports are filed and followed up with
• Work with PDPA Team to ensure that PDPC regulatory requirements are strictly adhered to in daily operations
• Verification of all Staff OT and Purchase/Parking claims
• Verification of procurement of consumables/equipment
• Work with Finance Team to ensure that payment across all government and non-government projects are timely
• Ensure that all agreements with vendors are reviewed periodically to ensure that terms and conditions are fair and favourable to the Company

Requirements

• Minimum Degree in Business Administration, Management or related field
• At least 2–5 years of relevant experience in operations management, business development, or leadership roles
• Strong leadership and people-management skills, with ability to lead cross-functional teams
• Proficient in Microsoft Office (Word, Excel & PowerPoint); ability to prepare reports and presentations