About The Role

This is an excellent opportunity to build your career in a people focused environment supporting employees and consultants across Singapore and Malaysia. As Operations Assistant, you will help ensure the smooth, safe and professional day-to-day running of the office and Skills Lab.

The role covers facilities, health and safety, IT coordination, assets, suppliers, travel, events and Skills Lab activities. It suits a highly organised, service-focused individual with strong attention to detail and confidence working with varied stakeholders.

Duties and Responsibilities:

Operations:

Act as the main office contact for employees, consultants, clients, visitors and suppliers; welcome Skills Lab visitors and manage the main telephone line.
Oversee the day-to-day office environment, including stationery, pantry supplies, stock records and an organised, welcoming workplace.
Coordinate facilities services and liaise with building management, cleaners, contractors, property agents and vendors on maintenance, repairs and office requirements.
Log and follow up on operational issues, escalating when required.
Support health, safety, security and emergency preparedness, including records and first-aid and fire-safety training.
Provide first-line IT support and coordinate complex requests with IT.
Set up workstations for new starters, including equipment, system access and access cards.
Maintain asset records and coordinate equipment allocation, loans, returns, secure storage and annual audits.
Coordinate APAC travel, couriers, deliveries and collections in line with company policy.
Collate invoices and support expense and company credit-card administration, ensuring complete and timely documentation.
Support procurement by obtaining quotations, coordinating approvals, placing orders and tracking delivery.
Manage supplier records and relationships, escalating service or performance issues where necessary.
Coordinate local events with the People and Marketing teams, including venues, refreshments, materials and logistics.
Support office moves and workplace changes, including liaison with property agents.
Maintain operational records, trackers, checklists and procedures; prepare routine updates and identify process improvements.
Handle information appropriately and comply with data protection, confidentiality, health and safety, security and company requirements.
Undertake other reasonable operational and administrative duties as required.

Skills Lab:

Provide administrative support to the Head of Skills Lab and wider team, maintaining accurate DMS trainer and course schedules.
Act as the main contact for in-house and bench consultants, resolving routine queries and escalating issues appropriately.
Coordinate new consultant accounts with IT and conduct administrative inductions on systems, processes and office requirements.
Manage Skills Lab software licences, allocation and renewal records.
Collect, record and report trainee feedback; maintain trainee photographs and profiles in DMS, LTP and Salesforce.
Validate daily bench sign-in records and manage attendance with the People Team.
Issue communications on CX and Skills Lab workshops, schedules and operational updates.
Coordinate consultant IT issues and manage Skills Lab laptop allocation, tracking and returns.
Coordinate weekly in-house consultant meetings with Sales, the People Team and Skills Lab, including scheduling, notes and follow-up actions.
Manage return-to-office activities for bench consultants, including CV updates, reassessments and return-to-bench inductions.
Schedule training rooms, coaches and consultants and coordinate room setup, materials and course logistics.
Maintain Skills Lab records and reports covering attendance, schedules, feedback, assets and outstanding actions.
Work with Sales, Recruitment, the People Team, IT, CX and Skills Lab colleagues to deliver an efficient consultant experience.

What we offer:

Qualification and development opportunities.
A company culture committed to diversity, inclusion and social mobility.
A central office location.
Up to 23 days’ annual leave.
Medical insurance.
A supportive, social and driven team environment.

About You

Previous experience in administration, office coordination or operations support is desirable.
Strong organisation, time management and attention to detail, with the ability to manage competing priorities and maintain accurate records.
Excellent communication and interpersonal skills, with confidence working with stakeholders at all levels.
A proactive, collaborative and service-focused approach, with sound judgement and a commitment to quality and efficiency.
Ability to work independently, use initiative, handle confidential information and escalate issues appropriately.
Proficiency in Microsoft Office; experience with CRM, scheduling or document-management systems is advantageous.
Confidence using office technology and coordinating routine IT or equipment requests.
An interest in continuous improvement and practical process enhancements.
Eligibility to work in Singapore.

About Us

FDM powers the people behind tech and innovation. For 35+ years, we have helped people start careers through training, coaching, and client work. FDM has 18 centres, 300+ client partners, and 20,000+ careers launched. 

Diversity, equity, and inclusion 
Tech careers should be open to everyone. With 75+ nationalities, FDM welcomes people from all backgrounds, identities, and experiences.

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