Admin & Operations Executive

CANADIAN EDUCATION COLLEGE PTE. LTD.; Singapore; On-site; SGD 32,000 - 52,000; Full time

Job summary

CANADIAN EDUCATION COLLEGE PTE. LTD. is seeking a diligent administrative professional to support daily operations including Student's Pass processes, contracts, FPS administration, and EduTrust documentation.

This role collaborates with academic, Sales and management teams to ensure compliant, smooth operations. The position involves managing Student's Pass applications, P-file maintenance, and reporting, while handling inquiries from students and agents and assisting with audits and records

Qualifications

• Handle daily administrative and operational support for Student's Pass applications, FPS administration, and EduTrust documentation.
• Assist with student contracts, enrollment records, and data privacy compliance (PDPA).
• Coordinate with academic, sales and management teams to keep operations compliant and smooth.

Responsibilities

• Prepare and submit Student's Pass applications, renewals, amendments and cancellations through ICA's SOLAR system.
• Collect and verify supporting documents from students and agents; follow up on application status.
• Explain key contract terms to students and agents; ensure contracts are signed and filed before course starts.
• Handle FPS enrollment and related documentation; coordinate with finance for payments and refunds.
• Maintain student P-files with application forms, documents, contracts, fee records and attendance.
• Support class schedules, inquiries on administration, visas, fees and policies; assist with events and office administration.

Job description

Job Summary

Responsible for the daily administrative and operational support ofthe institution, including Student's Pass applications, student contracts, Fee Protection Scheme (FPS) administration, student P-file maintenance and EduTrustdocumentation. Works closely with the academic, Sales and management teams to keep operations running smoothly andcompliant.

1. Student's Pass Application and SOLARSystem

• Prepareand submit Student's Pass applications, renewals, amendments and cancellationsthrough ICA's SOLAR system.
• Collectand check supporting documents from students and agents, and follow up onapplication status.
• TrackStudent's Pass expiry dates and remind students in advance.
• Reportstudent status changes (withdrawal, deferment, completion, non-attendance) to the relevant authorities on time.
• Supportattendance monitoring and flag students at risk of non-compliance to thesupervisor.

2. Student Contracts

• Prepareand issue student contracts using approved templates.
• Explainkey contract terms (fees, refund policy, course details) to students andagents.
• Makesure contracts are properly signed, dated and filed before the course starts.

3. Fee Protection Scheme (FPS)

• HandleFPS enrolment and related documentation for international students.
• Coordinatewith the finance team and the FPS provider on payments, refunds and records.
• KeepFPS records complete and ready for audits.

4. EduTrust Documentation and P-file Management

• Create,update and maintain student P-files, including application forms,identification and academic documents, signed contracts, fee records, Student'sPass documents and attendance records.
• Carryout regular P-file checks to make sure files are complete and consistent withthe student management system.
• Supportpreparation of records and evidence for CPE/SSG audits and EduTrustassessments.
• Followup on corrective actions arising from audit findings.

5. Student Registration and Records

• Processstudent enrolment, registration, course changes, deferments, withdrawals andgraduation.
• Updatethe student management system accurately and handle personal data in line withPDPA.
• Prepareofficial letters, certificates and transcripts as required.

6. Operations Support

• Coordinatewith the academic team on class schedules, classroom arrangements andattendance records.
• Handlestudent and parent enquiries on administration, visas, fees and policies.
• Supportstudent events, orientation and other operational activities.
• Manageoffice supplies, vendors and general office administration.
• Prepareregular reports on enrolment, visa status and attendance for management.
• Performother duties assigned by management.