Operations Admin (Lĩnh Vực Chăm Sóc Sức Khỏe)

1. Administration & Documentation:
● Contract Management & Compliance: Prepare, review, and organize formal contracts, addendums, and final acceptance reports for high-level personnel and complex service agreements.
● Manage payment requests, debt reconciliations, and invoice verifications for all operational overheads like (utilities, rentals, and supplier payments).
● Reporting & Budgeting: Maintain and update weekly output reports, meal plans, uniforms, inventory ... for staff and guests, and budgeting proposals for monthly purchases.
● Operational Compliance: Assist in developing and implementing formal processes for sterilization, secure meal packaging, and managing emergency protocols. Support internal audits and training logistics.
● Monitor and report on operational metrics, ensuring all tasks meet deadlines and quality standards.
2. Procurement & Inventory Coordinator:
● High-Value Procurement: Systematically research, vet, and negotiate terms with suppliers for essential, high-value items, including medical supplies, baby products, uniforms, packaging materials, comprehensive postpartum kits ...
● Order Management & Logistics: Place and track purchase orders for critical consumables (diapers, milk, flowers) and operational assets.
● Inventory Control: Conduct monthly and ad-hoc inventory checks, stock verification, and warehouse organization to ensure optimal stock levels, minimize waste, and maintain detailed records using Excel.
● Vendor Compliance: Coordinate complex vendor deliveries, perform thorough inspections, and manage the structured return process for any non-compliant or defective items.
3. Guest Service Support:
● Room Setup & Readiness: Assist in preparing and setting up guest rooms, including arranging amenities, baby monitors, postpartum recovery items, and special event setups (e.g., coordinating cakes, gifts, and decorations for full-month celebrations).
● Coordinate and manage all necessary arrangements for the mother and baby before arrival, during their stay, and post-departure follow-ups.
● Provide personalized recommendations and assistance based on the individual needs and preferences of each guest.
4. Project Support:
Beyond the core responsibilities listed, the candidate will be expected to undertake other operational and administrative duties as assigned by line Manager to support the company's growth and scalability.
Required Competencies:
● Education & Experience: Bachelor's degree in Business Administration, Hospitality Management, or related field. At least 1-2 years of proven experience in a coordination, administration, or procurement role, preferably in the hospitality/healthcare sector.
● Technical Proficiency: High proficiency in Microsoft Office Suite, especially Excel for tracking, budgeting, and detailed reporting.
● Core Skills (Systemic & Detail-Oriented):
● Organizational Excellence: Strong ability to multitask, prioritize, and manage complexity in a dynamic, fast-paced environment.
● Communication: Excellent interpersonal skills with demonstrated multilingual abilities (English and/or Chinese is a strong plus) to cater to our international clientele.
● Proactive Mindset: High attention to detail, a problem-solving mindset, and the ability to proactively identify and fix process bottlenecks.