Administrative & Operations Support Executive (Contract)

Responsibilities: Operations & Logistics Support Support the day-to-day operations of HPB fitness tracker distribution and exchange programmes, ensuring timely and accurate service delivery. Coordinate tracker deliveries, exchanges, returns, and appointment scheduling with vendors and internal stakeholders. Assist in ad hoc operational activities, including manual tracker distribution and other deployment support when required. Monitor operational activities and identify areas for process improvements to enhance service efficiency. Inventory & Reconciliation Management Manage inventory records for fitness trackers, including stock movements, returned devices, and redistribution activities. Maintain accurate inventory and collection records to ensure inventory integrity and accountability. Perform transaction reconciliation by verifying issuance records, identifying discrepancies, and coordinating record updates where necessary. Investigate differences between vendor and HPB records, follow up on outstanding reconciliation items, and resolve customer care cases promptly. Support monthly billing verification and prepare reconciliation and transaction reports for management review. Administrative & Vendor Management Support contract administration by monitoring vendor deliverables, documentation submissions, weekly transaction reports, exchange reports, and outstanding datasets. Track vendor compliance and escalate discrepancies or non-compliance issues where appropriate. Administer system access requests, including verification of supporting documentation, user account creation, modification, termination, and maintenance of access records. Coordinate with vendors and internal stakeholders to ensure operational matters are resolved promptly and efficiently. Reporting & Process Improvement Analyse Customer Satisfaction (CSAT) results and customer feedback, preparing quarterly reports and operational insights for management. Develop, review, and maintain SOPs, operational guidelines, and process documentation to ensure consistency and continuous improvement. Recommend process enhancements to improve operational efficiency, governance, and customer experience. Secretariat Support Provide secretariat support for vendor meetings, including scheduling, agenda preparation, meeting coordination, minute-taking, and tracking follow-up actions. Maintain organised documentation and ensure timely communication of meeting outcomes and action items. Requirements: Diploma or Degree in Business Administration, Operations Management, Logistics, Supply Chain Management, or a related discipline. 1–2 years of relevant experience in operations support, business administration, logistics coordination, inventory management, or vendor management. Experience in operations, fulfilment, customer service operations, or supply chain support will be an advantage. Proficient in Microsoft Office applications, particularly Microsoft Excel (Pivot Tables, Lookup Functions, data reconciliation, reporting, and basic formulas). Strong organisational and coordination skills with the ability to manage multiple operational activities simultaneously. Experience in transaction reconciliation, inventory control, billing verification, or operational reporting. High attention to detail and accuracy, particularly in inventory records, reconciliation, documentation, and reporting. Strong analytical and problem-solving skills to investigate operational discrepancies and recommend corrective actions. Good communication and interpersonal skills, with the ability to work effectively with vendors, service providers, and internal stakeholders. Able to work independently while collaborating effectively within a team environment. Comfortable working in a fast-paced operational environment and handling ad hoc operational assignments. Experience in SOP development, process documentation, or continuous improvement initiatives will be an added advantage. EA Personnel Name: Jackie Ng EA Personnel No: R22109024 EA License No: 95C5411