Centre Administration Executive (At Farrer Park)

Job Summary

• Provide administrative support for the smooth operations of the Centre. Prepare and submit reports to funding bodies, referral source, and other stakeholders.
• Work closely with Corporate Finance on producing monthly invoices, collection of fees, managing bad debts, issuing of purchase orders, processing of invoices, asset management, and other financial matters.
• Work with Corporate Finance to facilitate audits by internal and external auditors.
• Supervise a team of Support Staff to maintain the Centre to the standard required by the Environmental Sanitation Regime.
• Work with Support Staff to ensure that the Centre is always operationally ready and to carry out preventive maintenance to minimise downtime and costly replacements.
• Work closely with Corporate Facilities to implement and review all safety requirements.
• Source for and work with vendors to rectify maintenance issues.
• Work with Corporate IT to implement and review all necessary tasks as required by Corporate IT.

Roles And Responsibilities

• Provide overall administrative support for the smooth operations of the centre, including filing, coordination of incoming and outgoing mail, and maintaining inventory of stationery and consumables.
• Ensure safekeeping of all access cards and keys and proper maintenance of the CCTV and e-lock system, including programming of access cards and maintaining proper record of issuance and return of all access cards and keys.
• Assist with the purchasing function (raise purchase requisitions, obtain quotes, issue purchase orders, process invoices for approvals/payment).
• Facilitate referral process and collate and process referrals for weekly intake interviews.
• Prepare and submit reports to funding bodies and stakeholders (monthly/quarterly statistical reports, Medifund, etc).
• Assist in the billing of services to clients (billing, collection, follow up on overdue payments).
• Assist Centre Director in overseeing the daily maintenance, cleanliness, and safety of the centre.
• Assist with volunteer administration, including issuing volunteer appointment letters and maintaining record of volunteers.
• Assist with collection and processing of donations received.
• Responsible for the maintenance of the registry of assets, including conducting annual audits on such assets.
• Liaise with Head-office Finance, HR, IT, Facilities on matters related to the respective functional departments.
• Assist in other duties and functions as assigned by supervisor.

Candidate Requirements

• General Degree.
• At least 3 years of relevant experience.
• Competent in administration, organized, and meticulous.
• Ability to understand.
• A team player and able to work independently.
• Knowledge of Means Test, Medifund, CST, and other government funding and financial schemes is an advantage.