Operation Executive (Active Ageing)

Operation Executive (Active Ageing) BACK Operation Executive (Active Ageing) EMAIL US Job Purpose The Operation Executive (Active Ageing) delivers operational, administrative, and logistical support to ensure Active Ageing Centres (AACs) function efficiently. Key responsibilities include asset management, enquiry handling, procurement support, documentation, Client Management System Project In-charge, and ensuring operational continuity, including manpower support during staff shortages. The Operation Executive collaborates with the Head, Active Ageing, Centre teams, and internal stakeholders to uphold operational standards, compliance, and service quality across AACs. Key Responsibilities Operations and Centre Support Deliver operational support to Active Ageing Centres to maintain daily continuity and service delivery. Assist centre operations during manpower shortages, including providing on-site support as needed. Coordinate with Centre staff to resolve operational issues, facility needs, and logistics matters. Monitor operational readiness and promptly escalate issues to the Head, Active Ageing. Asset Management and Asset Tagging Maintain an accurate, current inventory of AAC assets. Conduct asset tagging in line with organisational and finance requirements. Track asset movement, disposal, and replacement, ensuring proper documentation and accountability. Support audits and asset verification as needed. AAC Enquiries Management Act as the primary contact for AAC-related enquiries from internal and external stakeholders. Log, track, and follow up on enquiries to ensure timely, accurate responses. Escalate complex or sensitive enquiries to the appropriate personnel as needed. Centralised Procurement and Standard Purchase Support standard purchase processes in collaboration with Admin & Finance (A&F). Track and maintain documentation of purchases with the support of centre staff. Liaise with vendors and internal stakeholders to ensure timely delivery of goods and services. Maintain accurate records for all procurement transactions. Special Projects and Research Support Assist with ad-hoc special projects assigned by the Head, Active Ageing. Conduct basic research, data collection, and information gathering to support planning and decisionmaking. Prepare summaries, reports, and presentations for management review. Coordinate cross-functional inputs for project implementation as needed. SOPs, Checklists, and Documentation Support Head of Active Ageing to develop, update, and maintain Standard Operating Procedures (SOPs) and operational checklists. Ensure SOPs and checklists align with organisational policies and funder requirements. Support training and communication of SOPs to Centre staff while monitoring staff adherence to SOPs and suggest improvements. CaritaHubs Management Support administration and upkeep of CaritaHubs systems and records. Ensure data accuracy, timely updates, and proper documentation. Assist Centre staff with CaritaHubs processes and basic troubleshooting. Generate basic reports from CaritaHubs for operational and management use as needed. Any Other Duties Perform any other duties as assigned by management to support organisational goals and ensure smooth Active Ageing Centre operations. Job Holder Requirements: Qualification: Diploma or relevant certification in Business Administration, Operations Management, Social Services, or a related field. Experience: At least 1–3 years of experience in operations, administration, or support roles, preferably in community care or social service settings. Other Knowledge / Skills / Attributes: Strong organisational skills with attention to detail and ability to manage multiple tasks. Proficient in Microsoft Office (Word, Excel, PowerPoint) and basic administrative systems. Good understanding of AI and Technology. Able to work independently as well as collaboratively with teams across centres. Willingness to provide on-site operational support when required. Be …