Executive - #1110915

General Office Administration

• Manage incoming and outgoing mails, including courier services, franking, postage records, and coordination with Finance for franking machine funds.
• Manage office supplies including beverage, snacks, coordinating monthly office stationery orders and corporate printing needs (letterheads, name cards, envelopes, stamps).
• Oversee office reception duties, administer key control and door access system, including staff facial scans and termination cancellations.
• Workstation planning and allocation; allocate a workstation for new staff, update the staff contact lists to include new staff, tracked and updated accordingly to keep all records current
• Ensure that the office is managed to optimize the health and safety of staff, while integrating social and environmental considerations into workplace practices
• Conduct vendor evaluation exercises for HNF's list of approved vendors.
• Monitor the Offsite Storage vendor services, upkeep the list of active users to ensure accurate access and records management.
• Manage insurance renewals including Group Personal Accident, Industrial Risks, Public Liability, Medical Malpractice, Association Liability.
• Handle season parking applications and renewals, retrieve and disseminate monthly e-invoices, and maintain petty cash float.

Facilities and Equipment Maintenance

• Liaise with cleaning vendors to ensure office cleanliness and upkeep of pantry equipment.
• Maintain and coordinate routine servicing of equipment including auxiliary aircon units, franking machines, CCTV and door access systems, fire extinguishers, paper shredders, water dispensers, vehicles.
• Attend to fault reports promptly and manage building maintenance issues effectively by coordinating with property owners and relevant vendors to ensure timely resolution.
• Engage Licensed Electrical Workers (LEWs) for electrical installation license renewals for both HQ office and Centres.
• Oversee and liaise with the relevant authorities on the tenancy agreement renewals for HQ office and Centres.
• Assume the role of Fire Safety Warden, with responsibilities including providing onsite response during fire emergencies to guide staff to evacuate safely, coordinating fire drills with building management to ensure preparedness, updating and disseminating fire safety information to all staff regularly, and orientating new staff on fire safety procedures as part of their onboarding process.
• Assume the role of Workplace Safety Officer, conducting regular audits to identify and address safety hazards promptly, proposing initiatives to enhance workplace safety standards, and educating staff to promote a safe and healthy working environment.
• Support business continuity planning for crises (e.g. public health, fire, flood) and manage Hazard Risk in the Risk Management Register.

Environmental, Social, & Governance (ESG)

• Serve actively on the ESG Taskforce, focusing on Energy Management, Waste Management, and Climate-related initiatives.
• Assess and enhance HNF's approach to sustainability-related risks and opportunities, proposing practical and strategic initiatives to advance ESG goals.
• Tracking and reporting of ESG metrics, developing action plans to achieve performance targets.
• Lead the HNF Recycling Project by collaborating with internal stakeholders, community partners, and vendors to review, enhance, and operationalize recycling processes for impact
• Plan, scope, and assess the demand for the project, including defining objectives, deliverables, and resource requirements.
• Develop and oversee the end-to-end process flow, covering collection of recycled items, storage, cleaning and repairs, and final delivery to end users, ensuring efficiency, quality, and compliance with safety standards.
• Establish monitoring and reporting mechanisms to track project outcomes, sustainability impact, and stakeholder feedback for continuous improvement.
• Drive community engagement and awareness initiatives to promote participation and strengthen partnerships that support the recycling ecosystem.

Medical Store

• Oversee the operations of the Medical Store and supervise the Admin Assistant (AA) in charge. This includes ensuring coverage for the AA, monitoring the supplies, and overseeing vendor evaluation and new vendor onboarding.
• Optimize inventory management to support efficient logistics and storage, ensuring proper application of Lean management principles and sustaining overall standards for safe and organized storage.
• Review and source medical supplies and equipment to align with the evolving needs of the clinical team, ensuring both quality and cost efficiency.

Other Duties

• Perform any other related duties as assigned by the Reporting Officer to support departmental and organizational objectives

Qualifications

• Bachelor / Diploma in Business Administration/Facilities Management
• Minimum 5 years of relevant working experience in general administration
• Effective communication, problem solving, planning and organizing skills.
• Independent and effective team player; who is open, approachable, collaborative with a growth mindset
• Digital proficiency including Microsoft office, e.g. Outlook, Forms, Excel, Word, Sharepoint and PowerPoint,
• Knowledge on fire safety and workplace health and safety act

Other Information

We are looking for a proactive Executive to keep our workplace running smoothly and safely. In this role, you'll manage office operations, facilities, and vendor services, while also leading sustainability and ESG initiatives such as recycling and green workplace practices. This is a unique opportunity to combine administration, safety, and community impact in one meaningful role at HNF.