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.