Admin Executive

CANOSSAVILLE CHILDREN AND COMMUNITY SERVICES; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A community service organization in Singapore seeks an Admin Executive to support administrative processes related to student enrolment and financial management. The candidate should possess a Diploma in Business Administration and at least 2 years of experience in an education setting. Strong communication and organizational skills are essential. This role offers a chance to collaborate with various stakeholders and enhance the quality of administrative functions.

Qualifications

• At least 2 years of experience working in an education setting.
• Ability to collaborate with different stakeholders.
• Demonstrated professionalism and a strong work ethic.

Responsibilities

• Provide administrative support for student enrolment and discharge.
• Assist in fee collection processes and monitor payments.
• Coordinate procurement activities and manage inventory.

Skills

Excellent interpersonal and communication skills

Ability to multitask and prioritize responsibilities

Strong organizational and time management skills

Familiar with Microsoft Office applications

Education

Diploma in Business Administration

Job description

The Admin Executive is part of the administration team responsible for the good governance and administrative processes across the sectors in Canossaville.

The Admin Executive is responsible for providing administrative support in the areas of student enrolment, student withdrawal and discharge, income from fees, funding and subsidies, procurement and resource management.

Enrolment and Discharge

• Work closely with the Assistant Senior Manager, Administration on the administration and management of programme enrolment, withdrawal, discharge process. Closely monitor data across enrolment, withdrawal and discharge, with monthly reporting to management
• Complete prompt data entry of enrolment applications and ensure students’ database is up-to-date at all times
• Review hard copy student folders, maintain shared folders and system records regularly in order to ensure documentation is up to date
• Support in the management of Student Care Financial Assistance (SCFA) applications, renewal and tracking
• Communicate with external stakeholder – MSF, on funding and fee matters
• Guide parents on SCFA applications and monitor/track the status of SCFA cases till subsidy is received
• Highlight families that requires financial assistance and work with internal/external sectors and social workers for subsidy applications
• Compile statistics for submission as and when needed
• Liaise with school bus contact and undertake communication with vendor when necessary
• Attend stakeholder partner meetings (e.g. MSF) and update management on actions for follow-up

Finance

• Assist in SC fee collection process (invoicing, collection, reminders, completion)
• Work closely with Finance personnel on the breakdown of fees payable for outstanding arrears
• Keep track of payments and debts and undertake action to collect and manage the payments outstanding
• Follow up on GIRO applications to encourage all parents to sign up for GIRO payment
• Communicate with parents on fees and required documentation

Procurement

• Coordinate with departments/sectors to collate orders, compare prices, purchase, arranging deliveries and take stock accordingly
• Update inventory and monitor budgets and expenses
• Liaise with Fundraising team on donated items and distribution
• Prepare purchase requisitions, compare quotes and obtain necessary approvals for purchases
• Update all procurement records promptly and accurately
• Compile and prepare expense reports monthly

Resource Planning

• Utilise resources in a cost-effective manner
• Work within budget allocated for the financial year
• Participate in the annual budget planning exercise

Internal Processes

• Comply with established policies, procedures, processes and workflows
• Support and maintain department SOPs and workflows, where necessary

General

• Perform any other duties as assigned by the Assistant Senior Manager, Administration and Senior Management

Education and Experience

• Diploma in Business Administration
• At least 2 years of experience working in an education setting

Technical Skills and Competencies

• Familiar with Microsoft Office applications

Generic Skills and Competencies

• Excellent interpersonal and communication skills
• Ability to collaborate, build and maintain strong relationships with different stakeholders
• Ability to contribute to a positive work and team culture where members strive for the highest standards of service delivery and care
• Ability to adapt to change and a willingness to embrace new strategies and ways of working
• Ability to work independently with minimal supervision
• Ability to work effectively in a team-oriented environment
• Ability to multi-task and prioritise responsibilities
• Attention to detail and accuracy in record-keeping
• Strong organisational and time management skills
• Demonstrated professionalism and a strong work ethic