Executive, Data and Administration Operations (Adult Empowerment Services)

Rainbow Center; Singapore; On-site; SGD 29,000 - 47,000; Full time

Job summary

Rainbow Centre in Singapore seeks an adaptable Office and Service Administrator to support programme operations, finance, procurement and student support. You will manage front desk services, data entry, reporting and communications with stakeholders, using standard office software and CRM tools.

The role involves coordinating with multiple departments, ensuring compliance and efficient service delivery to clients, students and families.

Qualifications

• Diploma or tertiary qualification in Business Administration or related field.
• Experience in business administration, finance, procurement or customer service is a plus.
• Experience with project management software and CRM systems is a plus.

Responsibilities

• Financial Administration: assist in day-to-day financial operations, including collections, payments, and handling grants, subsidies and claims.
• Procurement & Contract Support: assist in sourcing, purchasing, receiving and vendor performance management.
• Student Administration: assist admissions, withdrawals and record-keeping.
• Staff Matters Administration: assist staff claims and submissions.
• Campus Safety & Security Support: support safety procedures on campus.
• Process Improvement Support: help streamline processes for efficient operations.
• IT Systems Administration: assist in administering IT systems for data integrity and security.
• Resource & Inventory Management: support procurement of materials and inventory tracking.
• Assistant Scheme Administration: provide administrative support for relevant schemes and subsidies.
• Meeting & Secretariat Support: secretarial duties for programme meetings and notes.
• Data & Records Management: maintain accurate information in databases and filing systems.
• Reporting and Communications: support reporting and documentation management.

Skills

Front desk & client service

Stakeholder engagement

Data entry & reporting

CRM systems

Education

Diploma or tertiary qualification in Business Administration or related field

Economics or Linguistics (optional)

Tools

Asana

Trello

Jira

CRM systems

Job description

Key Tasks and Responsibilities

Office and Service Administration

• Financial Administration: Assist in the day-to-day financial operations, including collections, payments, and handling of grants, subsidies, and claims, while ensuring compliance with financial and funding regulations
• Procurement & Contract Support: Assist in procurement matters (sourcing, purchasing and receiving) and processes as well as the management of contracts and vendor performance, as required
• Student Administration: Assist in the coordination and administration of student matters such as admissions, withdrawals, and record-keeping
• Staff Matters Administration: Assist in the coordination and administration of personnel matters such as staff claims and other staff-related submissions
• Campus Safety & Security Support: Support the implementation of security and safety procedures and measures on campus
• Process Improvement Support: Support the review and streamlining of processes for efficient and effective running of the programme/service
• IT Systems Administration: Provide support in administering various IT systems for data integrity, accessibility and security
• Resource & Inventory Management: Support resource planning, procurement of materials and equipment, and inventory tracking
• Assistant Scheme Administration: Provide administrative support for processing relevant Assistance Schemes, Transport Subsidies and grants
• Meeting & Secretariat Support: Undertake secretarial duties for programme meetings, including taking notes of meetings
• Data & Records Management: Maintain accurate and up-to-date information on all programme submissions in relevant databases and filing systems.

Client-centric Service

• Customer Service: Deliver front desk service support, ensuring prompt and professional responses to queries with a client-focused attitude
• Stakeholder Engagement: Maintain positive relationships with stakeholders, such as students, parents, teachers, vendors and the broader community

Programme Coordination

• Event Logistics & Coordination: Support the implementation of events, ensuring seamless logistics and coordination
• Stakeholder Engagement Activities Coordination: Coordinate engagement activities to encourage and maximise participation from targeted stakeholders, such as staff and parents
• Cross-Department Liaison: Act as a liaison between programmes and administrative departments (both at the unit and Rainbow Centre levels) to ensure alignment and consistency in operations.

Reporting and Communications

• Technology-Enabled Administration: Leverage information technology to deliver high-quality administrative services, including programme administration, database maintenance, reporting, and analysis
• Reporting & Documentation Management: Ensure accurate and timely reporting of programme submissions and other required documentation
• Digitalisation Support & Training: Provide technical support and training to team members on administrative digital tools and best practices
• Data Analytics & Dashboarding: Utilise and maintain data analysis dashboards using tools like Microsoft Excel, Google Sheets, ChatGPT, Canva, Zapier, Google Analytics, Trello, Zoho and business intelligence software (e.g., Tableau, Power BI) to visualise key performance indicators (KPIs) derived from client data, financial data, and staff data.

Job Holder Requirements

• A good diploma or tertiary qualification in Business Administration, Linguistics, Economics or other relevant field
• Experience in business administration, finance, procurement or customer service will be an advantage
• Experience with project management software (e.g., Asana, Trello, Jira) and CRM systems is a plus

Service is at the heart of RC’s purpose and we seek to serve our clients with respect, dedication and compassion, understanding that we are entrusted by society to serve with excellence and the highest ethical standards. Join us if you share our passion and values.