Associate Executive

Why This Role Matters

The Office Administration team supports the smooth functioning of Woodlands Hospital's administrative and operational services. This role provides essential administrative, coordination and documentation support to ensure office operations run efficiently, vendors are properly managed, records are maintained accurately, and key support services are delivered seamlessly. The role contributes to the overall effectiveness of Operations Support Services (OSS) by keeping processes organised, compliant and well-coordinated.

What You Will Drive

1. Office Administration & Operational Support

• Provide day-to-day administrative support for Office Administration (OA) and Operations Support Services (OSS).
• Maintain records, filing systems, documentation and operational trackers.
• Organise and manage office documents, correspondence and records.
• Coordinate office services such as:
  • Mailroom operations
  • Courier services
  • Photocopier leasing
  • Printing services
  • Facilities booking
  • Basic event support

2. Documentation & Transaction Management

• Raise and process electronic forms (e-Forms).
• Track and monitor invoices, delivery orders, service sheets, claims and vendor documentation.
• Ensure proper documentation and timely follow-up of transactions.
• Monitor and maintain records for:
  • Payments
  • Claims
  • Procurement requests
  • IT support requests
  • Inventory records

3. Coordination & Event Support

• Coordinate meetings and schedules where required.
• Support office setups, logistical arrangements and minor events.
• Work with internal departments, vendors and service providers to ensure smooth execution of activities.

4. OSS Team Support

• Support hospital activities, projects and organisational initiatives led by OSS.
• Provide administrative and logistical assistance to various OSS functional teams.
• Assist in ad-hoc projects and assignments that support departmental operations.

What You Bring

Education & Experience

• Diploma or equivalent qualification.
• At least 3 years of administrative experience.
• Experience handling documentation, filing systems and administrative processes.
• Comfortable processing and tracking e-Forms and transactional records.
• Proficient in Microsoft Office applications.

Professional Skills & Attributes

• Strong organisational and coordination skills.
• Meticulous with good attention to detail.
• Effective record-keeping and documentation management capabilities.
• Good interpersonal and communication skills.
• Team player who can work collaboratively across departments.
• Able to manage multiple administrative tasks simultaneously.

Other Requirements

• Able to support emergency activations and return to the hospital during non-working hours when required.

Why Join Us?

• Be part of a next-generation healthcare institution supporting the future of healthcare delivery.
• Work closely with multiple operational and support services teams across the hospital.
• Contribute to hospital-wide activities and projects that support patient care and operational excellence.
• Develop broad exposure to healthcare administration, operations support and organisational coordination.