About this role:
We are seeking a passionate and experienced Senior Operations Manager to join us and play a vital role in ensuring the smooth and efficient day-to-day running of Tsao Foundation. In this position, you will be responsible for ensuring the Foundation runs smoothly across a variety of domains and overseeing all operational aspects of the Foundation, with a view to ensure cost efficiency, effectiveness, and compliance.
Key domain areas:
• Central Office Operations & Administration
• Facilities Management & Reception Areas
• Emergency Action Plan & Business Continuity Plan
• Workplace Safety and Health
Key Accountabilities & Responsibilities:
Central Office Operations & Administration
• Provide strategic oversight and leadership for all operational functions of the Foundation.
• Develop, implement, and monitor operational office policies, processes and procedures to ensure efficiency and effectiveness.
• Manage operational staff and activities, budgets and assets within agreed expenditure levels. Responsible for annual operational budget, forecast, and management reporting.
• Identify and implement improvements to streamline operations and reduce costs.
• Manage and provide central administrative and logistics support. Procurement of all common office supplies.
• Develop and maintain strong relationships with key stakeholders. Identify, negotiate, and manage supplier/vendor relationships and timely review of agreements.
• Maintain non-IT office assets and inventory and oversee their maintenance.
• Manage risk and ensure compliance with all relevant regulations, charity regulations.
• Contribute to the strategic development of the Foundation by providing insights and recommendations.
Facilities Management
• Ensure all facilities and work premises are well kept, running efficiently, and complying with our branding as well as workplace safety and health protocols.
• Develop and administer preventive maintenance and renovation programs, working closely with the vendors such as contractor, architect, and designer (internal or external).
• Oversee maintenance and upkeep of all items related to facility management, physical security and housekeeping as well managing the office cleaning services.
• Manage the rental agreements and maintain strong relationships with operators of all premises such as, but not limited to, HDB and the landlord.
• Supervise all staff or contractors responsible for facility management, maintenance, renovations, housekeeping and conduct regular job performance reviews.
• Oversee and ensure compliance with all regulatory, licensing, safety, and environment requirements.
• Ensure the practice of a well-kept, conducive environment with friendly policies and approaches.
• Responsible in renewing the general insurance, licensing, and risk management.
Reception
• Manage and oversee the operations of the reception areas at all premises.
• Ensure that the reception is adequately manned with well-trained staff, enabling the provision of friendly and efficient customer service.
• Function as a central resource for staff and visitors.
• Supervise, manage and train reception staff and review staff’s performance.
Emergency Action Plan
• Review and update general as well as fire safety policies and evacuation procedures to ensure compliance with relevant authorities.
• Design and implement safety regulations and precautions and ensure that staff are prepared for emergency and rescue operations.
• Conduct staff induction in fire safety and evacuation procedures.
• Plan and conduct fire drill.
Business Continuity Plan
• Maintain an updated Business Continuity Plan (BCP) in consultation with the BCP team.
• Participate as a key member of the BCP team.
Workplace Safety and Health
• Coordinate the Workplace Safety and Health (WSH) team.
• Participate as a key member of the WSH team.
Others
• Perform other related duties as assigned
