Administrative Support Officer

V-SWIFT PTE. LTD.; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

V-SWIFT PTE. LTD. seeks a capable front-line Receptionist/Administrative Assistant to provide essential day-to-day support for staff, students, parents and visitors in a school environment.

You will handle calls, manage routine messages, support attendance processes, and maintain records for uniforms and mail distribution, while aiding in data preparation and event logistics.

Qualifications

• GCE O-Level or Nitec certification is required.
• Strong communication and interpersonal skills are essential.
• Organised, meticulous with good record-keeping.
• Proficient in MS Office (Word/Excel).
• Ability to manage multiple tasks and prioritise work.
• Able to work independently and with College staff.
• Shows initiative, responsiveness and discretion when handling information.
• Comfortable interacting with students, staff, parents and the public.

Responsibilities

• Provide front-line reception and general administrative support.
• Handle routine messages and follow-up matters.
• Attend to student and staff inquiries and support attendance and admin tasks.
• Maintain records for uniforms and mail distribution.
• Provide general admin support to School Leaders/Admin Managers.
• Collate information for reports and presentations (Excel).
• Assist with examination-related admin and data tasks.
• Support school events and programme logistics.

Skills

Communication

Interpersonal skills

Organised and meticulous

Task prioritisation

MS Office (Word, Excel)

Independent worker

Initiative and discretion

Interacting with staff, students, and/

Education

GCE O-Level or Nitec certification

Tools

MS Office

Job description

The Services required are set out as follows:

Provide front-line reception and general administrative support to ensure efficient daily operations and effective service to staff, students, parents and visitors.

Scope of services includes:

• Reception and Frontline Support
  • handle incoming phone calls and walk-in enquiries; take messages and elevate as needed.
  • Assist with the management of routine messages, requests and follow-up matters.
• Student and General Administration:
  • Attend to student/staff enquiries and support Year Heads with attendance and student-related administrative matters.
  • Maintain records for loan items (uniforms, blazers, etc.) and manage incoming mail and distribution.
• Inventory and Storeroom Administration
• Administrative and Data Support
  • Provide general administrative support to School Leaders/Admin Managers as required.
  • Collate information and data from various sources for administrative and operational purposes.
  • Prepare basic charts, tables and summaries in Microsoft Excel when required.
  • Assist in the preparation of administrative reports, statistics and presentation materials.
• Examination and Assessment Administration
  • Assist with the collation and checking of student attendance and examination-related records.
  • Assist with other examination-related administrative and logistical arrangements as assigned
• School Operations and Event Support
  • Assist with administrative and logistical arrangements for school programmes, activities and events.
  • Prepare and put up relevant signages, posters, notices and directional materials.
  • Assist in the preparation, distribution and collection of materials for school activities.
• Other duties: perform additional administrative tasks as assigned by School Leaders and Administration Managers.

The Personnel shall minimally have the following qualification:

• GCE O-Level or Nitec certification

The Personnel should preferably have the following skills and experience:

• Good communication and interpersonal skills, with a service-oriented and approachable manner.
• Organised, meticulous and able to maintain accurate records.
• Able to manage multiple routine tasks and prioritise work effectively.
• Proficient in MS Office, particularly Word and Excel; basic skills in preparing posters/signages would be an advantage.
• Able to work independently while also collaborating effectively with staff across the College.
• Demonstrates initiative, responsiveness and discretion when handling information.
• Comfortable interacting with students, staff, parents and members of the public.
• Previous administrative/reception experience; preferably in a school setting.