Admin & Operations Executive

My Inspiring Journey HUB; Singapore; On-site; SGD 31,000 - 40,000; Full time

Job summary

My Inspiring Journey Hub (MIJ Hub) is a private school and NPO focused on transforming lives for ages 4 to 40 with diverse learning needs. We seek an Admin & Operations Executive to support daily operations across administration, enrolment, finance, and facilities coordination in a fast-paced environment.

If you are organized, proactive and enjoy creating structure, this role offers growth within a dynamic team committed to inclusivity and community impact.

Qualifications

• Minimum Diploma qualification
• At least 1 year of relevant experience
• Proficient in Microsoft Excel (important), Word, and PowerPoint
• Strong spoken and written English (important, as the role involves handling parent enquiries)
• Organized, responsible, and detail-oriented
• Able to work in a face paced environment
• Meticulous
• Willing to learn and understand MIJ Hub’s operations and services

Responsibilities

• Executes day-to-day administrative and operational support duties, ensuring smooth coordination, accurate records, and timely follow-up across assigned functions.
• Manages first-line enquiries through calls, WhatsApp, email, walk-ins, or other channels; provides accurate information, routes matters appropriately, and follows up where needed.
• Supports day-to-day enrolment administration, including form processing, document collection, scheduling, follow-up, data entry, and updating enrolment trackers.
• Maintains records, prepares forms, letters, files, and updates databases, trackers, and administrative documentation accurately and on time.
• Prepares finance-related documents, issues invoices or receipts where applicable, follows up on outstanding documents or payments, and updates finance trackers.
• Logs facilities issues, reports maintenance matters, follows up on routine requests, and supports the coordination of repairs, servicing, and replenishment.
• Tracks stock levels for office or operational use, prepares purchase requests, receives supplies, and updates inventory or replenishment records.
• Supports event preparation and execution, including registrations, logistics coordination, materials preparation, scheduling, venue setup support, and post-event administration.
• Maintains compliance files, prepares supporting documents, updates checklists and trackers, and follows up on outstanding documentation required for audits or reviews.
• Supports daily readiness checks, prepares or updates checklists, flags issues affecting readiness, and follows up on routine matters relating to site operations.
• Assists in coordinating appointments, servicing schedules, quotations, routine follow-ups, and document collection from vendors.
• Supports communication and follow-up with departments for day-to-day administrative and operational matters as assigned.
• Carries out assigned processes according to SOPs and flags issues, delays, or discrepancies for review.
• Updates trackers, prepares basic summaries, flags urgent issues, and escalates exceptions or unresolved matters to the senior role.
• Supports the senior role, carries out assigned responsibilities, and provides timely updates on work progress and issues.

Skills

English proficiency

Organized

Detail-oriented

Fast-paced environment

Willing to learn

Education

Diploma

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

About MIJ Hub:

My Inspiring Journey Hub (MIJ Hub) is a leading and rapidly growing private school and non-profit organisation (NPO) dedicated to transforming the lives of individuals aged 4 to 40 with diverse learning needs. Through our comprehensive educational programs, vocational training, and community integration initiatives, we have been creating positive change locally for over 13 years. Our mission is to be the ultimate one-stop centre for the special needs community in the region.

At MIJ Hub, we are pioneers in innovation. By managing multiple for-profit ventures, including a food and beverage (F&B) arm, we generate sustainable income streams that allow us to provide subsidies, ensuring parents and students have access to affordable, high-quality education. Join MIJ Hub and become part of a vibrant, dynamic team committed to driving financial sustainability, fostering inclusivity, and expanding our reach to make a real difference in the community.

About the Admin & Operations Executive Role

About the Role:

As an Admin & Operations Executive, you’ll play a key role in keeping daily operations running smoothly while supporting a collaborative team. You’ll gain exposure across administrative, operations, finance, and coordination, enrollment and facilities coordination, allowing you to build well-rounded skills in a dynamic, fast-paced environment.

If you’re organised, proactive, and enjoy creating structure and efficiency, this role offers a great platform to grow and make a meaningful impact.

Key Responsibilities

• Executes day-to-day administrative and operational support duties, ensuring smooth coordination, accurate records, and timely follow-up across assigned functions.

• Manages first-line enquiries through calls, WhatsApp, email, walk-ins, or other channels; provides accurate information, routes matters appropriately, and follows up where needed.

• Supports day-to-day enrolment administration, including form processing, document collection, scheduling, follow-up, data entry, and updating enrolment trackers.

• Maintains records, prepares forms, letters, files, and updates databases, trackers, and administrative documentation accurately and on time.

• Prepares finance-related documents, issues invoices or receipts where applicable, follows up on outstanding documents or payments, and updates finance trackers.

• Logs facilities issues, reports maintenance matters, follows up on routine requests, and supports the coordination of repairs, servicing, and replenishment. Entire centre including toilets, staffroom, marketing room, AC room, Kitchen, meeting room

• Tracks stock levels for office or operational use, prepares purchase requests, receives supplies, and updates inventory or replenishment records.

• Supports event preparation and execution, including registrations, logistics coordination, materials preparation, scheduling, venue setup support, and post-event administration.

• Maintains compliance files, prepares supporting documents, updates checklists and trackers, and follows up on outstanding documentation required for audits or reviews. Only look at SGEnable and other audit related

• Supports daily readiness checks, prepares or updates checklists, flags issues affecting readiness, and follows up on routine matters relating to site operations.Looking at aircon, centre overall cleanliness, repairs on centre level

• Assists in coordinating appointments, servicing schedules, quotations, routine follow-ups, and document collection from vendors.

• Supports communication and follow-up with departments for day-to-day administrative and operational matters as assigned.

• Carries out assigned processes according to SOPs and flags issues, delays, or discrepancies for review.

• Updates trackers, prepares basic summaries, flags urgent issues, and escalates exceptions or unresolved matters to the senior role.

• Supports the senior role, carries out assigned responsibilities, and provides timely updates on work progress and issues.

Requirements

• Minimum Diploma qualification

• At least 1 year of relevant experience

• Proficient in Microsoft Excel (important), Word, and PowerPoint

• Strong spoken and written English (important, as the role involves handling parent enquiries)

• Organized, responsible, and detail-oriented

• Able to work in a face paced environment

• Meticulous

• Willing to learn and understand MIJ Hub’s operations and services