The role requires a candidate who can operate independently, manage a broad range of office, workplace, administrative, and operational matters, and ensure the planning office is effectively supported for project delivery, stakeholder engagement, and day-to-day operations in a complex healthcare and institutional context.

Job Responsibilities:

Office & Facilities Management

• Plan and coordinate office relocation and new office setup, including move-out, make-good requirements, move-in, renovation works, and fit-out procurement, to ensure the office is fully operational-ready according to stipulated timeline.
• Oversee day-to-day office and facilities operations to maintain a safe, functional, and efficient work environment that supports hospital planning activities, including the upkeep of furniture, utilities, shared amenities, and office infrastructure.
• Ensure workplace safety, health, and fire safety requirements are met, including maintenance of safety equipment, regulatory compliance, and coordination with Fire

Workplace Operations & Visitor Management

• Coordinate workstation provisioning and ensure each workspace is properly set up with the required equipment and accessories.
• Manage workplace systems, including access cards, visitor management, and room and resource booking systems.
• Manage visitor coordination and reception to ensure a seamless and professional visitor experience.
• Establish and streamline workplace processes and workflows to improve operational efficiency.
• Support business continuity and contingency planning for office operations, including coordination during facilities, safety, or workplace system disruptions, to minimise impact on hospital planning and project operations.

Vendor, Contract & Procurement Management

• Serve as the primary point of contact for vendors, including cleaning, security, maintenance, IT, and utilities providers.
• Monitor vendor performance, service standards, and contractual compliance.
• Oversee procurement of office supplies, equipment, and services, including vendor sourcing and onboarding.
• Manage the delivery, commissioning, inventory, tracking, maintenance, and issuance and return of office assets, equipment, and supplies.

Administrative & Team Support

• Provide administrative support to the team and leadership, including calendar coordination, meeting support, and preparation of reports and presentations, for internal healthcare planning discussions and stakeholder engagements.
• Support staff onboarding, workspace setup, offboarding, and engagement activities.
• Coordinate office-based events, meetings, and hosted visits, including logistics, vendor coordination, room setup, and onsite support, particularly for healthcare, institutional, and external stakeholder engagements

Job Requirements:

• Degree in Business Administration, Office Management, Facilities Management, Project Management, Healthcare Administration, or a related discipline.
• 3-5 years of relevant experience in corporate office management, administration, facilities coordination, workplace operations, or project support, preferably within a healthcare, hospital, academic medical, or other institutional environment.
• Demonstrated experience in office setup and relocation, vendor and contract management, procurement coordination, and budget tracking within healthcare or other institutional operating environments will be a strong advantage.
• Strong organisational, coordination, and stakeholder management skills, with the ability to work independently, exercise sound judgement, and manage multiple priorities in a fast-paced environment.
• Good communication and interpersonal skills, with the ability to engage effectively with internal stakeholders, external partners, and service providers.

To apply, please visit to www.gmprecruit.com and search for Job Reference: QWWY8636

GMP Recruitment Services (S) Pte Ltd | EA Licence: 09C3051 | EA Personnel: Jaremy Ong | Registration No: R1876766

This is in partnership with the Employment and Employability Institute Pte Ltd (e2i).

e2i is the empowering network for workers and employers seeking employment and employability solutions. e2i serves as a bridge between workers and employers, connecting with workers to offer job security through job-matching, career guidance and skills upgrading services, and partnering employers to address their manpower needs through recruitment, training, and job redesign solutions. e2i is a tripartite initiative of the National Trades Union Congress set up to support nation-wide manpower and skills upgrading initiatives.

By applying for this role, you consent to GMP Recruitment Services (S) Pte Ltds PDPA and e2is PDPA.