Administrative Assistant

SPD; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

SPD in Singapore seeks an Admin Executive to support daily centre operations and streamline programme administration. You will handle client registrations, invoicing, scheduling, and coordination with clients, NOKs, and service providers.

You will liaise with the finance team, maintain CMS records, process billing in the ERP (Microsoft BC), and contribute to managing external portals and reporting for funding indicators. Prior social service exposure is a plus.

Qualifications

• At least an O’ Level / A’ Level / ITE Certification from a recognised educational institution.
• Proficient in MS Office applications.
• Good communication and problem-solving skills.
• Experience or background in social service sector would be advantageous.
• Applicants with advanced qualifications and a strong track record in administrative roles may be considered for an Admin Executive position.

Responsibilities

• Assists the Manager in carrying out the programme’s administrative tasks and duties to support smooth running of the centre.
• Respond to enquiries about centre’s services.
• Complete clients’ registration and invoicing and coordinate clients’ schedules, attendance, and transport arrangements.
• Liaise with clients, next-of-kin (NOK)/caregivers and other Service Providers.
• Liaise with finance department on any financial matters.
• Maintain and update clients’ records and movement in the Client Management System (CMS).
• Process clients’ billing and update payment records using the ERP billing system (Microsoft Business Central).
• [Applicable for satellite centres only] Assist with payment collection, issuance of receipts, and cash/cheque deposits in accordance with the Finance Income and Receipts SOP.
• [Applicable for satellite centres only] Administer and safeguard Petty Cash in accordance with the Finance Payment Procedures SOP.
• Supports administrative liaison with external institutions, including AIC, MOH and external auditors, by collating records, coordinating routine correspondence and following up on requests under the guidance of the Assistant Manager/Manager.
• To setup, maintain and update relevant databases for tracking or reporting of programme milestones and outcome indicators.
• Provides support to other administrative functions such as managing the inventory record, procurement, management of donation-in-kind (DIK), etc.
• Provides support in facilities management of the centre.
• To be familiar with organisational safety procedures and provide assistance as directed when required. Complete incident report and assist in incident investigations when necessary.
• To participate in events organised/ supported by SPD as and when required.
• Any other duties assigned as and when necessary (e.g., Providing coverage for other centres on ad hoc basis, involvement with corporate events/workgroups, etc.)
• Assist the Manager and other key staff in overseeing and ensuring the administration and smooth operation of the programme.
• Respond through email/phone/meetings to various stakeholders’ queries regarding administrative and operational processes.

Skills

Communication & problem-solving

MS Office proficiency

Social service sector experience (adv)

Education

O’ Level / A’ Level / ITE Certification

Tools

Microsoft Office

Job description

• Assists the Manager in carrying out the programme’s administrative tasks and duties to support smooth running of the centre.

Manage day-to-day administrative tasks and duties, such as:

1. Respond to enquiries about centre’s services
2. Complete clients’ registration and invoicing and coordinate clients’ schedules, attendance, and transport arrangements.
3. Liaise with clients, next-of-kin (NOK)/caregivers and other Service Providers
4. Liaise with finance department on any financial matters.
5. Maintain and update clients’ records and movement in the Client Management System (CMS)
6. Process clients’ billing and update payment records using the ERP billing system (Microsoft Business Central)
7. [Applicable for satellite centres only] Assist with payment collection, issuance of receipts, and cash/cheque deposits in accordance with the Finance Income and Receipts SOP.
8. [Applicable for satellite centres only] Administer and safeguard Petty Cash in accordance with the Finance Payment Procedures SOP.

Responsible for the management of the following external portals such as but not limited to the following:

1. Client Referral Management system for managing clients’ referral.
2. Household Means-Testing System to identify the eligibility of clients’ government subsidies.
3. MOH subvention claim portal for submission of quarterly and annual caseloads
4. Equipment Portals for application/submission of clients’ devices claim and reimbursement
5. To provide progress reports on funding indicators for reporting purposes.

• Supports administrative liaison with external institutions, including AIC, MOH and external auditors, by collating records, coordinating routine correspondence and following up on requests under the guidance of the Assistant Manager/Manager. Escalates non-routine queries and matters requiring approval.
• To setup, maintain and update relevant databases for the tracking or reporting of programme milestones and outcome indicators.
• Provides support to other administrative functions such as managing the inventory record, procurement, management of donation-in-kind (DIK), etc.
• Provides support in facilities management of the centre.
• To be familiar with organisational safety procedures and provide assistance as directed when required. Complete incident report and assist in incident investigations when necessary.
• To participate in events organised/ supported by SPD as and when required.
• Any other duties assigned as and when necessary (e.g., Providing coverage for other centres on ad hoc basis, involvement with corporate events/workgroups, etc.)

ADMINISTRATION

• Assist the Manager and other key staff in overseeing and ensuring the administration and smooth operation of the programme.
• Respond through email/phone/meetings to various stakeholders’ queries regarding administrative and operational processes.

1. At least an ‘O’ Level/’A’ Level/ITE Certification from a recognised educational institution.
2. Proficient in MS Office applications
3. Good communication and problem-solving skills
4. Experience or background in social service sector would be advantageous.
5. Applicants with advanced qualifications and a strong track record in administrative roles may be considered for an Admin Executive position