Operations Admin

The Admin Assistant/Senior Admin Assistant, Operations provides administrative and operational support to the Executive, Operations in ensuring the smooth running of all non-clinical services within the St Luke's Residence. This includes security, landscaping, cleaning, and other supportive services that contribute to a high-quality living environment for residents.

Job Responsibilities:

1. Administrative Support

• Assist in the coordination and documentation of outsourced services, including cleaning, catering, laundry, security, and medical supplies.
• Maintain and update vendor contracts, service agreements, and compliance records.
• Assist in scheduling and coordinating meetings with service providers, vendors, and internal stakeholders.
• Prepare reports, meeting minutes, and performance evaluations for management review.

2. Vendor and Service Coordination

• Support the monitoring of vendor performance by collecting data and assisting with compliance checks.
• Assist in tracking service issues and coordinating with vendors to ensure timely resolution.
• Maintain proper documentation of vendor interactions, service reports, and corrective actions taken.

3. Budget and Expense Tracking

• Assist in tracking expenses for outsourced services and compiling financial reports.
• Maintain records of purchase requests, invoices, and payments for review by the Executive, Operations.

4. Compliance and Process Improvement

• Assist in maintaining records related to health and safety compliance.
• Support audits and inspections by preparing necessary documents and reports.
• Contribute to process improvement initiatives by collecting data and assisting in process evaluations.

5. General Operations Support

• Respond to inquiries related to non-clinical services within the nursing home.
• Maintain proper filing systems and records for operational activities.
• Perform any other administrative tasks as assigned by the Executive, Operations.

Qualifications & Requirements:

• Diploma or equivalent qualification in Business Administration, Facility Management, or related field.
• Minimum 1-2 years of administrative experience, preferably in a healthcare or eldercare setting.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Good communication and interpersonal skills.
• Detail-oriented and able to maintain accurate records.
• Ability to work independently and collaboratively within a team.