Senior Associate, Facility & Office Admin

At NTUC Health, we believe age is just a number! Seniors can lead exciting, purpose-driven lives, doing the things they love. If you have a strong desire to help seniors redefine their golden years and continue living vibrantly like we do, join us! Our goal is to make our seniors' lives more fulfilling.

As an Office Admin Senior Associate, you will oversee and support the daily facility & admin operations within the head office and plan the most efficient administrative procedures and well-maintained facility. The job holder should have good experience with office management procedures and policies and be able to actively discover creative ways to do the job more efficiently.

Vendor Coordination:

• Schedule and oversee vendor activities for installation, maintenance, and repair of photocopiers, vending machines, and other office equipment.
• Arrange user demo sessions with vendors and ensure timely troubleshooting or refills.
• Perform due diligence for vendor management, including negotiations and contract renewals or cancellations.

Facility Maintenance:

• Ensure cleanliness of common areas, including fridges, ovens, and reception areas; dispose of expired products.
• Maintain TVs in common areas, including powering on/off, reporting faults, and replacing remote batteries.
• Replenish and manage pantry supplies, meeting room essentials, air fresheners, and toilet sanitary bins.
• Oversee cleaner attendance and ensure duties are performed effectively.

Office Equipment Support:

• Support for biometric clock devices and coordinate with the Access Manager for updates.
• Handle requests and maintenance for the franking machine.
• Manage Ubi Office door access, including granting and removing rights.

Staff and Communication Support:

• Distribute care packs, gifts, and materials to business locations.
• Prepare and send office-wide email communications.
• Act as the main point of contact for hot-desking areas, equipment, and desk management.

Logistics and Event Support:

• Provide logistical support for company events.
• Organize and manage fire drill exercises biannually, including staff communication and coordination with building management.

Administrative Tasks:

• Open and distribute mail from letterboxes as per schedule.
• Handle staff season parking requests.
• Maintain and restock first aid kits as needed.

Health and Safety:

• Activate vendors for office disinfection when required and notify staff.

General Duties:

• Serve as the primary contact for vendors and office building management.
• Perform other duties as assigned by the supervisor.

Qualifications

• Degree/Diploma in Business Administration, Facilities Management, or relative field
• At least 3 years of proven track record in facility & office administration
• Mechanical or Electrical knowledge will be an added advantage

Other Information

You should

• Thrive in a collaborative and dynamic environment
• Have strong communication and stakeholder management skills
• Demonstrate resourcefulness
• Able to work independently and as part of a team
• Excellent organisational and time management skills
• Highly analytical with excellent problem-solving skills
• Proficient in Google Workspace tools