Executive, Operations & Retail Support

Role of Executive, Operations & Retail Support (Part time, 1-year contract)

1. Centre Operations & Retail Support
   • Centre Operations
   o Serve as the first point of contact for visitors, beneficiaries, and families at the Club Rainbow Resilience Hub
   o Manage front counter duties, including calls, enquiries, and visitor coordination
   o Coordinate the on-site implementation of programmes, including space setup, scheduling, and logistical arrangements
   o Ensure general upkeep, cleanliness, and maintenance of the Centre and equipment
   o Manage incoming and outgoing mail, office and pantry supplies, and basic procurement
   o Ensure office equipment is properly maintained and in good working condition
   o Support donation handling (including donation-in-kind), as well as asset and document disposal with Finance
   o Support Workplace Safety & Health (WSH) and Environmental Sustainability & Governance (ESG) initiatives, and compliance with organisational policies
   
   • Retail Support (at Ang Mo Kio)
   o Support day-to-day operations of the retail shopfront, including customer service, sales transactions, merchandise display, stock replenishment and inventory management
   o Facilitate the collection and fulfilment of merchandise, baked goods and online orders
   
   
2. Business Development
   • Merchandise & Order Administration
   o Support online order processing, including:
   o Packing orders (individual)
   o Coordinating delivery or self-collection (buyer/vendor)
   o Sending order e-confirmations
   o Support offline order processing, including:
   o Packing orders (bulk orders)
   o Quality checks / repacking when necessary
   • Inventory & E-commerce Support
   o Support MarCom in updating product listings on e-commerce platforms
   o Maintain and update sales and inventory records accurately and promptly
   o Support stock takes and inventory reconciliation exercises
   o Monitor merchandise stock levels and flag low-stock items at multiple locations; replenish items when necessary
   o Event & Booth Preparation Support: Assist with stock preparation and logistics for booth activations and events
   
   
3. Individual Donor Engagement
   • Track and send letters of appreciation to major donors ($5k and above) on a weekly basis
   • Assist with contacting donors with expiring, cancelled or changed credit cards on a monthly basis and follow up accordingly
   • Respond to ad-hoc email enquiries from individual donors and follow up accordingly (e.g. letters of appreciation requests from donors who donated $5k and below, updates to mailing address/contact details, unsubscribe requests)
   • Support other ad-hoc individual donor engagement (e.g. invitations to appreciation events and tracking of attendance, fundraising campaign giveaways)
   
   
4. General Duties
   • Assist with submitting PEPOs and tracking their approval status
   • Support Business Development with administrative coordination and documentation (market research, quotation requests, submission for interest, etc.)
   • Assist with ad-hoc operational tasks and team projects as assigned

Requirement:

• Minimum ITE/Diploma or equivalent
• Minimum 3 years of relevant experience in general office management will be advantageous
• Sound computer skills, including Microsoft Office applications
• Pleasant personality and good interpersonal skills
• Service-oriented and a good team player
• Hardworking and willing to learn
• Retail or customer service experience is an advantage

Work Arrangements:

• Required to work 4 days per week (Tuesday to Friday or as rostered)
• Primary Work Location: Ang Mo Kio, 12.30pm to 8.30pm
• Required to provide coverage across Club Rainbow’s Centres islandwide, as rostered and when operational needs arise
• 1-year renewable contract (subject to organisational needs and performance)