Administrative Executive

Job Summary

The Executive – Administration provides administrative services to support 3 designated Departments i.e. Corporate Services – Operations, Student Care Services and Student Outreach and Support Services. When required, coverage extends to office administrative services via implementing administrative systems, procedures and policies and monitoring administrative projects, and provision of admin support to the Executive Director.

Role and Responsibilities

1. Corporate Services - Operations - IT:
   To provide administrative support to the Ops/IT Manager as per his delegation based on project follow-up. Administrative support spans facilities and IT areas.
2. Student Care Centres (SCS) - Administration Support & Services:
   
   • Receiving & replying standard enquiries from interested parents when needed.
   • Prepare and update student enrolment list (maintain student databases).
   • Scan & create new students’ Personal Files & close Personal Files of outgoing child in databases of centres when required.
   • Ensure Student Enrolment and Face Recognition are followed-up promptly with the Dept i.e. all enrolled students in centre are included in system and deleted when students leave SCS.
   • Prepare selected (supplier) Payment Vouchers for SCS expenses only after verification/ confirmation of transaction is completed by Centre Manager/ Head of SCS.
   • Work with Finance to ensure that records of SCS fee accruals and prepayments / deposits (for Centre overview) are in order.
   • Issue system-generated invoices (from QuickBooks) and track receipts for payment received from parents (to coordinate with Finance team).
   • Update and distribute all notices from MOE/MSF/NCSS directives & regulations (e.g. Student Enrolment, QR Code, etc) to relevant parties for attention/information when required.
3. Student Outreach and Supporting Services (SOSS):
   This team currently is very much handling the administrative works on its own but with further expansion of outreach centres and increased partnerships in upcoming months, there will come a time later in the year when administrative support will be required.
4. Coverage of Administrative duties when required (e.g. Executive – HR Admin & EA is on leave):
   
   • Provide support to Executive Director in administrative duties as assigned e.g. in arranging of meetings, handling physical meeting setups, minutes taking and preparation of confidential documents for Board and Management Meetings where needed and follow up on assigned tasks.
   • Provide office support services to handle filing and maintenance of administrative records.
   • Maintain inventory of office supplies and stationery.
   • Prepare Payment Vouchers & claims for all admin orders for office.
   • Perform reception duties (answer phone calls, receive guests, new students).
   • Request for quotations from vendors, as and when needed, when assigned to you.

Job Requirements

• Minimum Qualifications – Relevant Diploma.
• Minimum of at least 3 to 5 years experience.
• Proficient in Microsoft Office Package – Word, Excel & Power Point and manage database.
• Required to handle and not divulge confidential documents.
• Able to plan and organise.
• Able to multi-task.
• Be able to think out of the box.
• Be resourceful.
• Able to communicate well.
• Enjoys working with people.
• Good interpersonal skills with stakeholders.
• Able to work independently.
• Problem solving mindset.
• Attention to details.