Centralised Administrator

Wharton Preschool Pte Ltd; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A preschool in Singapore is seeking a proactive Centralised Administrator to support operations across three centres. Responsibilities include managing administrative tasks, documentation, inventory control, and customer follow-ups. The role requires at least 2 years of experience and strong proficiency in Microsoft Office. This position also involves working closely with Marketing and Sales teams to enhance communication and streamline enrollment processes. Excellent organizational and communication skills are essential.

Qualifications

• Minimum of 2 years’ experience in administrative or customer service roles.
• Comfortable handling calls professionally.
• Experience in working with government systems (e.g. ECDA CMS) is an advantage.

Responsibilities

• Prepare term orders and manage inventory for three centres.
• Follow up with prospects and coordinate with Marketing and Sales teams.
• Monitor payments and handle student records efficiently.

Skills

Microsoft Office proficiency

Organizational skills

Communication skills

Time management skills

Job description

We are seeking a proactive and detail-oriented Centralised Administrator to support the operations of three centres. The role involves administrative tasks, documentation management, inventory control and customer follow-up. The Centre Administrator will work closely with the Marketing and Sales teams, as well as the Centre Leader, to facilitate effective communication and timely follow-ups for prospects and a seamless enrolment experience for parents.

Key Responsibilities

1. Administrative Support

• Prepare Yakult term orders, collect payments from parents and place orders with the vendor.
• Assist in ordering schoolbooks, collecting payment from parents and maintaining book stock inventory.
• Maintain and replenish inventory for stationery and toiletries as needed.
• Create and maintain a filing system for student records (P-files).
• Assist in processing internal transfer forms and related documentation.
• Follow up on collection of enrichment fees and field trips payment.
• Maintain records of teacher-in-charge attendance and assist in planning the enrichment timetable.

2. Marketing & Sales Support

• Contact prospects to follow up on enquiries and arrange school tours.
• Work hand in hand with the Marketing and Sales teams to support lead follow-up and conversion activities.
• Provide proactive support to ensure enquiries are addressed promptly and effectively.

3. Accounting Support

• Monitor aging reports from Finance and conduct professional follow-ups with parents to ensure timely payment collection.
• Maintain an updated list of students with promotion vouchers and ensure accurate tracking.
• Assist in processing deposit refunds for withdrawn students according to policy and supporting documentation.

4. Student Records & Government Systems

• Register new students on ECDA’s CMS, assist with triggering and monitoring the LifeSG subsidy application process and update subsidy claims in Taidii.
• Process student withdrawals upon receiving approved requests and supporting documents from the Centre Leader.

6. Other Duties

• Undertake any other administrative or support tasks as directed by the Reporting Manager or Management.

Job Specifications

• Minimum of 2 years’ experience in administrative or customer service roles.
• Strong proficiency in Microsoft Office.
• Comfortable handling calls professionally.
• Excellent organisational, communication and time management skills.
• Experience in working with government systems (e.g. ECDA CMS) and Taidii Invoicing System is an advantage.
• Ability to work independently and manage multiple priorities.