Administrative Executive

KIDSFIRST PTE. LTD.; Singapore; On-site; SGD 35,000 - 52,000; Full time

Benefits offered by this job

Competitive remuneration

Performance bonus

Career development

Diverse workplace

Central location Singapore

Job summary

KidsFirst PTE. LTD. is seeking a proactive administrative professional to support therapists and teachers at our Singapore centre.

This role handles front desk duties, scheduling, invoicing, and client communications to ensure smooth daily operations. You will maintain calendars, assist in billing, manage client records in Cliniko and HubSpot, and contribute to budgets and procurement. A healthcare clinic background and strong communication skills are essential, with proficiency in Microsoft

Qualifications

• Past admin experience in healthcare clinic is required.
• Diploma/Advanced/Higher/Diploma in others or equivalent.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office (Word / Excel / PowerPoint).
• Experience with invoicing and scheduling software is valued.
• Preschool experience valued.
• Self-driven, ability to handle multiple tasks and a good team player.
• Strong attention to detail and accuracy.
• Experience with Cliniko or similar software will be an added advantage.

Responsibilities

• Provide general front desk administrative support to the therapists and teachers to ensure smooth operations in the centre.
• Maintaining therapists and teachers calendars, assisting in scheduling and rescheduling of therapy sessions and meetings
• Professional engagement with prospective clients to increase overall sales and client retention including understanding and sharing of company collaterals and brochures. Liaising with clients via phone call and WhatsApp, scheduling patient appointments, including centre billing and resolution of any scheduling or billing conflicts, and client requests and concerns
• Maintain records and files, including centre client files, forms, paperwork and invoices on the company client management systems, Cliniko and HubSpot, etc
• Generate client and team related reports and data based on system files and records for reporting to management.
• Keep track of clinic budgets, monthly procurement, and staff claims which include data entry, sorting of data, and basic bookkeeping.
• Oversee facility maintenance, including cleanliness, safety, and repairs.
• Perform other ad hoc duties as assigned and requested by management.

Skills

Admin experience

Communication skills

Microsoft Office

Invoicing

Scheduling software

Team player

Attention to detail

Education

Diploma or equivalent

Tools

Cliniko

HubSpot

Job description

About KidsFirst

KidsFirst is an Early Intervention School, Occupational Therapy, and Speech and Language Therapy clinic for children. Our centre works with children with special needs (Autism, Global Developmental Delay, Down Syndrome, Attention Deficit Hyperactive Disorder (ADHD), genetic disorders, and Cerebral Palsy, etc). We deliver an intensive therapy-based program and also provide 1-1 therapy services.

KidsFirst serves a mixed population of international and Singaporean clients, with KidsFirst being listed as one of the preferred Early Intervention Centres by KK Women's and Children's Hospital and National University Hospital (NUH) - Singapore.

We are located at 30 North Canal Road, Level 3 & Level 4, Singapore 059286.

Our brand-new facility houses five state of the art Occupational Therapy Gyms, five Speech Therapy Rooms and two levels for the Early Intervention classrooms. Conveniently located to shopping malls and food spaces like Clarke Quay Central, Chinatown Point, Riverside Point and Hong Lim Market & Food Centre.

Our Benefits

• Competitive Remuneration
• Performance Bonus and Increments
• In-House Career Development and external training
• An international and diverse work atmosphere
• Central Location in Singapore

Roles and Responsibilities

• Provide general front desk administrative support to the therapists and teachers to ensure smooth operations in the centre.
• Maintaining therapists and teachers calendars, assisting in scheduling and rescheduling of therapy sessions and meetings
• Professional engagement with prospective clients to increase overall sales and client retention including understanding and sharing of company collaterals and brochures. Liaising with clients via phone call and WhatsApp, scheduling patient appointments, including centre billing and resolution of any scheduling or billing conflicts, and client requests and concerns
• Maintain records and files, including centre client files, forms, paperwork and invoices on the company client management systems, Cliniko and HubSpot, etc
• Generate client and team related reports and data based on system files and records for reporting to management.
• Keep track of clinic budgets, monthly procurement, and staff claims which include data entry, sorting of data, and basic bookkeeping.
• Oversee facility maintenance, including cleanliness, safety, and repairs.
• Perform other ad hoc duties as assigned and requested by management.

Candidate Requirements

• Past admin experience in healthcare clinic is required.
• Experience in Cliniko or similar software will be of added advantage.
• Candidate must possess at least Diploma/Advanced/Higher/Diploma in Others or equivalent.
• Proven experience in administration role. Preschool experience valued.
• Strong communication and interpersonal skills
• Proficient in Microsoft Office (Word / Excel / PowerPoint).
• Experience with invoicing and scheduling software is valued.
• Self-driven, ability to handle multiple tasks and a good team player.
• Strong attention to detail and accuracy