Administrative Officer/Executive

PERTAPIS COMMUNITY SERVICES LIMITED; Singapore; On-site; SGD 32,000 - 42,000; Full time

Job summary

Pertapis Community Services Limited is seeking a proactive Administrative Operations Assistant to support daily operations, student records, schedules, and procurement across centres in Singapore. You will maintain the Student Management System, handle clerical tasks, and ensure smooth administrative workflows.

Reporting to the Manager, you will assist in examinations, report books, budgeting support, stakeholder communications, and onboarding of staff while upholding service standards across

Qualifications

• GCE O Levels/N Levels/ITE or Diploma in Admin, Business or related field.
• Minimum 2 years’ experience in office administration or operational support.
• Proficient with Microsoft Office, data management systems, and basic accounting.
• Strong organisational, communication, and interpersonal skills.
• Detail-oriented, proactive, and able to juggle multiple priorities.

Responsibilities

• Support day-to-day operations and manage student records, attendance, and fees.
• Prepare class schedules, timetables, and admin documentation.
• Handle procurement, filing, and general administrative duties.
• Coordinate with centres and service providers on operational matters.
• Assist in examinations and preparation of report books and certifications.
• Provide admin support to teachers and staff, including teaching materials.
• Assist in recruitment, onboarding and staff administrative tasks.
• Support events, programmes, and ad-hoc duties as required.

Skills

Organisational skills

Communication

Interpersonal skills

Multitasking

Education

GCE O Levels/N Level/ITE or Diploma

Tools

Microsoft Office

Data management systems

Job description

1. Overall Objective

To support the daily operations, administration, and coordination of centres under Pertapis Community Services (PCS), ensuring smooth, efficient, and well-organised processes across all assigned centres.

2. Reporting Authority

Reports to the Manager on all administrative and operational matters.

3. Key Responsibilities

A. Operations & Administration

• Support day-to-day operations and maintain the Student Management System (student records, course data, attendance, and fees).
• Prepare class schedules, timetables, and administrative documentation.
• Handle procurement, filing, and general administrative duties.
• Monitor centre upkeep, ensuring facilities are clean, functional, and well‑maintained.
• Coordinate with outsourced service providers (e.g. CoseClinic, Konica Minolta, Andalus) on operational matters.
• Ensure consistency in administrative processes and service standards across centres.
• Identify areas for improvement and recommend solutions to enhance operational efficiency.

B. Programme & Academic Support

• Assist in the implementation of programmes and curriculum activities.
• Coordinate examinations and support the preparation of report books and certifications.
• Provide administrative support to teachers and trainers, including preparation of teaching materials and resources.

C. Finance & Coordination

• Assist in fee collection, payment tracking, and liaison with the Accounts Department.
• Support the preparation and submission of monthly collection reports and payments.
• Assist in accounting and payroll matters in collaboration with PCS Directors.
• Monitor expenses and support basic budgeting processes.
• Assist in the preparation of financial reports/statements.

D. Stakeholder Management

• Provide administrative support and attend to enquiries from parents, students, and external parties.
• Liaise with internal departments and external vendors on operational and administrative matters.
• Build and maintain positive relationships with stakeholders and the community.

E. Recruitment & Staff Support

• Assist in coordinating recruitment and onboarding of teachers and staff.
• Provide administrative support to staff and trainers as required.

F. Corporate & Ad-hoc Duties

• Support organisational events, programmes, and community initiatives.
• Perform other duties as assigned by the Manager and Management.

4. Board Matters

• Coordinate and arrange meetings for Directors and Management, including Annual General Meetings (AGM) and Extraordinary General Meetings (EGM).
• Attend meetings, record accurate minutes, and circulate approved minutes in a timely manner.
• Support the administration of Board meetings, audits, and AGMs, including scheduling, preparation of agendas, and consolidation of papers and presentation materials.

5. Requirements

Qualifications & Competencies

• GCE ‘O’ Levels/N Level/ITE or Diploma in Administration, Business Management, or a related field.
• Minimum 2 years’ experience in office administration or operational support.
• Proficient in Microsoft Office applications, data management systems, and basic accounting.
• Strong organisational, communication, and interpersonal skills.
• Detail-oriented, proactive, and able to manage multiple priorities.

6. Work Location

Selected applicant will be allocated to:

256 Bangkit Road, #02-71 Singapore 670256

**Disclaimer: Only shortlisted candidates will be notified.