Overview:
Job Summary: The Operations Executive is responsible for overseeing the smooth, cost-effective execution of daily operations within the Youth Centre. This role ensures that all operational activities align with the strategic goals of the centre, with a focus on optimizing processes, maintaining legal compliance, and enhancing service quality. The Operations Executive will lead the team in implementing best practices, managing financial responsibilities, and driving continuous improvements to create a positive environment for both staff and the youth we serve.
Space Management
- Oversee the efficient use of spaces within the youth centre to support various programs and activities.
- Coordinate space bookings and allocations for events, workshops, and external rentals, ensuring smooth operations.
- Maintain a clean and well-organized space that meets the diverse needs of users.
- Work closely with stakeholders to optimize space utilization while balancing operational efficiency.
- Oversee pre- and post-event processes to ensure a seamless experience for space hirers.
- Facilitate timely billing and payment collection for space bookings, ensuring an efficient financial workflow.
- Develop and manage the space management budget, ensuring cost-effective resource allocation.
Operations Management & Sustainability
- Oversee day-to-day operations to ensure the efficient functioning of the centre, aligning with organizational goals.
- Implement process improvements and best practices to enhance service delivery.
- Ensure compliance with all legal, safety, and regulatory requirements, keeping operational practices up to date.
- Manage the maintenance, cleanliness, and overall upkeep of the centre’s infrastructure and equipment.
- Conduct regular facility inspections and coordinate timely repairs and maintenance with external vendors.
- Maintain records of maintenance requests and resolutions, ensuring proper documentation and tracking.
- Conduct risk assessments and enforce safety regulations to create a secure environment for all users.
- Develop and manage the facilities management budget, ensuring cost-effective resource allocation.
- Lead the transition towards eco-friendly operations, integrating sustainability into facility management and waste reduction strategies.
- Identify and implement green initiatives, such as energy efficiency improvements, recycling programs, and resource optimization.
- Engage staff, youth, and partners in environmental awareness campaigns to foster a culture of sustainability.
Stakeholder Engagement & Service Enhancement
- Build and maintain strong relationships with staff, youth, long-term partners, vendors, and external stakeholders.
- Ensure smooth coordination with space hirers and external vendors for effective facility usage.
- Continuously assess and improve the user experience, incorporating feedback to enhance service delivery.
- Foster a welcoming, supportive, and safe environment for all youth and visitors.
Job Requirements & Qualifications
- Min Diploma in business administration, facility management, or a related field preferred
- At least 2+ years of experience as an Operations Administrator or in a similar position
- Experience in working with youth and/or children
- Singaporean and PR preferred
- In-depth understanding of finance and budgeting principles.
- Excellent interpersonal and communication skills, both verbal and written, with the ability to work with diverse stakeholders.
- Strong analytical, problem-solving, and attention-to-detail skills.
- Adaptable, open-minded, and willing to embrace new ideas and change within the organization.
- A collaborative team player who is also capable of working independently.