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

Centre Operations & Retail Support
. Centre Operations
o Serve as the first point of contact for visitors, beneficiaries, and families at the Club Rainbow Resilience Hub
o Manage front counter duties, including calls, enquiries, and visitor coordination
o Coordinate the on-site implementation of programmes, including space setup, scheduling and logistical arrangements
o Ensure general upkeep, cleanliness and maintenance of the Centre and equipment
o Manage incoming and outgoing mail, office and pantry supplies, and basic procurement
o Ensure office equipment is properly maintained and in good working condition
o Support donation handling (including donation-in-kind), as well as asset and document disposal with Finance
o Support Workplace Safety & Health (WSH) and Environmental Sustainability & Governance (ESG) initiatives, and compliance with organisational policies
. Retail Support (at Ang Mo Kio)
o Support day-to-day operations of the retail shopfront, including customer service, sales transactions, merchandise display, stock replenishment and inventory management
o 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)

Admin & Operations Executive

Executive, Operations & HR Admin