Admin Executive (Training)

Counselling and Care Centre; Singapore; On-site; SGD 36,000 - 51,000; Full time

Job summary

Counselling and Care Centre is seeking an Admin Executive (Training) to support the delivery of our training courses. You will coordinate trainee registrations, assess and track attendance, and assist trainers with course management in a busy office environment.

The role requires at least 2 years of private education administrative experience, familiarity with ERF and EduTrust, and strong MS Office skills. Occasional meetings may require travel or after-hours support.

Qualifications

• Confident using CRM systems.
• Proficient in MS Office – Excel, Word, PowerPoint.

Responsibilities

• Serve as the primary contact for trainees and partner organisations, providing timely support for registration, enrolment, attendance, and assessments.
• Coordinate logistics for training events and stakeholder engagements, including graduations, orientations and stakeholder engagements.
• Support Trainers with administrative tasks related to course management and delivery.
• Manage training schedules, trainee interviews, and certificate verifications.
• Prepare billing reports, and manage feedback collection, post-course evaluations, certificates and transcript issuance.
• Handle billing reports and issuance of certificates and transcripts.
• Manage course evaluations and follow-up whenever necessary.
• Ensure ongoing compliance with SSG and EduTrust standards by actively supporting the management of all required processes, documentation, reporting, and other audit-related duties as assigned.
• Support the HoD with developing and tracking publicity materials - offline and online marketing for training-related content for all CCC courses.
• Ensure accurate and timely entry, maintenance, and tracking of all training-related data in Salesforce and other relevant systems.
• Provide secretarial and administrative assistance for internal meetings as required.
• Support cross-functional training/process improvement initiatives/tasks assigned by the HoD to enhance Training operations and Trainee experience.
• Maintain and ensure cleanliness, readiness, and proper stock of equipment, training materials, and books in the training rooms and Resource Library (including managing its opening hours).
• Provide assistance to trainers for level 1 tech support. This includes recording equipment and general laptop setup.
• Manage the documentation and claims of PCG, WSQ/SSG grant administration.

Skills

CRM proficiency

MS Office

Organisational skills

Multitasking

Communication skills

Attention to detail

Tools

Salesforce

Job description

We are seeking a highly organized, detail-oriented, and proactive individual to support our training operations.

The Admin Executive (Training) is responsible for the administrative matters relating to the delivery of the Centre’s training courses. This role is central to ensuring smooth coordination between trainees, trainers, and administrative processes, and is perfect for someone who thrives in a dynamic, multitasking environment. This individual will play a key role in maintaining professional standards across our training programs, supporting the training team seamlessly.

Work Hours

8:30 a.m. to 5.30 p.m. on weekdays.

He/she is largely expected to work in an office environment, although he/she may also be required to travel out of the office for meetings. On occasion, he/she may need to work outside official hours or on weekends to support in the running of events.

Key Responsibility Areas

Trainee Support

• Serve as the primary contact for trainees and partner organisations, providing timely support for registration, enrolment, attendance, and assessments;
• Coordinate logistics for training events and stakeholder engagements, including graduations, orientations and stakeholder engagements;
• Support Trainers with administrative tasks related to course management and delivery;
• Manage training schedules, trainee interviews, and certificate verifications;
• Prepare billing reports, and manage feedback collection, post-course evaluations,certificates and transcript issuance;
• Handle billing reports and issuance of certificates and transcripts;
• Manage course evaluations and follow-up whenever necessary.

Compliance

• Ensure ongoing compliance with SSG and EduTrust standards by actively supporting the management of all required processes, documentation, reporting, and other audit-related duties as assigned.

Communication

• Support the HoD with developing and tracking publicity materials - offline and online marketing (including CCC’s website) for training-related content for all CCC courses.

Administration & Others

• Ensure accurate and timely entry, maintenance, and tracking of all training-related data in Salesforce and other relevant systems;
• Provide secretarial and administrative assistance for internal meetings as required;
• Support cross-functional training/process improvement initiatives/tasks assigned by the HoD to enhance Training operations and Trainee experience;
• Maintain and ensure cleanliness, readiness, and proper stock of equipment, training materials, and books in the training rooms and Resource Library (including managing its opening hours);
• Provide assistance to trainers for level 1 tech support. This includes recording equipment and general laptop setup;
• Manage the documentation and claims of PCG, WSQ/SSG grant administration.

Experience

At least 2 years of administrative experience in private educational institutions. Candidates familiar with the ERF and EduTrust Framework under CPE would be given preference

Requirements

• Confident using CRM systems;
• Knowledge and ability to operate audio visual equipment, record and edit internal video slideshows and presentations;
• Proficient in MS Office – Excel, Word, PowerPoint;
• Excellent organisational and multitasking skills;
• Meticulous attention to detail and ability to follow through;
• Strong administration skills – confident with paperwork, filing, and scheduling;
• Strong communication and interpersonal skills;
• A positive, can-do attitude with a willingness to pitch in wherever needed.