Administrative Executive (Operations)

Job Purpose

The Administrative Executive (Operations) supports the Operations Manager in the effective day-to-day operations of the College, with responsibilities covering estate and facilities management, procurement, contractor coordination, safety and security, logistics, asset management and operational administration.

A key priority is supporting the planning, operational readiness and relocation of TJC from the Tampines Holding Campus to the Bedok Rejuvenated Campus (BRC) at the end of 2027.

Key Responsibilities

1. College Operations, Estate & Facilities

• Support daily management of College facilities, infrastructure and operational requirements.
• Conduct regular inspections and follow up on defects, maintenance and safety issues.
• Coordinate repairs, servicing, cleaning, security and other service providers, ensuring timely completion and satisfactory service standards.
• Maintain records of maintenance works, servicing schedules, defects, warranties and follow-up actions.
• Support asset, furniture, equipment, inventory and operational supplies management.
• Assist with safety, security, fire safety, emergency preparedness and drills.
• Provide logistical support for examinations, events, meetings and other College activities, including venue setup, equipment, access, traffic and parking arrangements.
• Respond to staff operational requests and ensure timely resolution.

2. Procurement, Contracts & Administration

• Assist with procurement exercises, including sourcing quotations and liaising with vendors.
• Coordinate specifications, site requirements, deliveries and completion of works.
• Monitor contractor and vendor performance and contractual compliance.
• Prepare correspondence, reports, meeting notes, schedules and operational documentation.
• Track deadlines, outstanding works and action items and provide updates to the Operations Manager.

3. BRC Planning & Relocation

• Support overall BRC operational planning, coordination and readiness.
• Participate in meetings, site inspections, readiness exercises, testing and commissioning activities.
• Track BRC timelines, defects, outstanding works, action items and operational requirements.
• Coordinate with MOE, consultants, contractors, vendors and College stakeholders.
• Support readiness checks for facilities, rooms, furniture, equipment and operational systems.
• Manage inventories and identify assets for relocation, retention, replacement, disposal or transfer.
• Coordinate disposal quotations and professional moving services.
• Develop moving schedules and coordinate packing, labelling, transportation, delivery and placement of assets.
• Liaise with departments and movers to ensure an orderly, well-documented relocation.
• Support the handover of the Tampines Holding Campus, taking-over of BRC, on-site relocation activities and post-move follow-up.
• Help ensure BRC is fully operational and ready for staff and students following the move.

Key Competencies

• Strong organisational, coordination, follow-up and time-management skills.
• Ability to manage multiple tasks, deadlines and operational priorities.
• Good communication and stakeholder-management skills.
• Strong administrative, procurement and documentation capabilities.
• Effective coordination with contractors, vendors and service providers.
• Practical problem-solving skills and attention to detail.
• Able to work independently and collaboratively.
• Proficient in Microsoft Office and relevant administrative systems.
• Willingness to provide hands-on operational support when required.

Expected Outcomes

• Safe, clean, secure, functional and well-maintained College premises.
• Timely resolution of operational and maintenance matters.
• Effective contractor and vendor management.
• Accurate asset and operational records.
• Smooth logistical support for College activities.
• Effective BRC planning and operational readiness.
• Well-coordinated relocation to BRC at the end of 2027.
• BRC ready for staff and students following the relocation.