Executive, Student Administration

BELLS INSTITUTE OF HIGHER LEARNING PTE. LTD; Singapore; On-site; SGD 32,000 - 42,000; Full time

Job summary

BELLS INSTITUTE OF HIGHER LEARNING PTE. LTD is seeking an Admin Executive for Student Administration to support training records, enrolment and government submissions with accuracy and efficiency.

The role requires meticulous record-keeping, strong organisational skills and comfort with digital systems. You will handle class-end documentation, liaise with training centres and internal departments, ensure audit-ready filing, and support timely submissions via TPGateway.

Qualifications

• Diploma or equivalent qualification; fresh graduates welcome.
• Strong organizational skills and attention to detail.
• Proficiency with computer systems, portals, Excel, and digital records.

Responsibilities

• Support enrolment, attendance and assessment submissions via TPGateway.
• Maintain accurate digital and physical class-end records.
• Coordinate collection of class-end documents from training centres.
• Label, file, and archive documents for audit readiness.
• Provide day-to-day administrative support to Student Administration.

Skills

Attention to detail

Organisational skills

Excel

Digital records

Education

Diploma / Higher Nitec / Nitec

Tools

Microsoft Excel

Online portals

TPGateway

Document management systems

Job description

Admin Executive – Student Administration

We are looking for a detail-oriented, organised, and proactive Admin Executive to join our Student Administration Department.

In this role, you will support the smooth administration of training records and government-related submissions, including enrolment, attendance, assessment records, document management, and class-end documentation.

This role is suitable for someone who enjoys working in a structured environment, is comfortable using digital systems, and takes pride in maintaining accuracy and meeting deadlines.

Key Responsibilities

1. Class-End Document Tracking & Digital Records Management

   • Manage and monitor class-end assessment records across both digital (LMS) and physical documentation.

   • Ensure all required assessment and class-end documents are properly tracked, received, maintained, and accounted for.

   • Maintain accurate and systematic digital and physical filing systems to support efficient document retrieval and audit readiness.

   • Identify missing or incomplete records and follow up promptly with the relevant stakeholders.

2. Collection of Class-End Documents from Training Centres

   • Coordinate and monitor the collection and return of physical class-end documents from training centres.

   • Ensure all required documents are returned to HQ within one week after class completion.

   • Proactively follow up with training centres on outstanding, incomplete, or delayed documentation.

   • Maintain proper tracking records to ensure full accountability of all class-end documents.

3. Document Labelling, Filing & Archiving

   • Perform accurate labelling, filing, and systematic archiving of class-end documents.

   • Organise records according to established filing and document-control procedures for easy retrieval.

   • Maintain proper archive records and document inventories.

   • Ensure documentation is consistently maintained in an audit-ready condition.

4. Enrolment, Attendance & Assessment Submissions

   • Support the timely and accurate submission of enrolment, attendance, and assessment records via TPGateway.

   • Verify information and supporting records before submission to minimise errors and discrepancies.

   • Monitor submission timelines and ensure all required records are completed within the stipulated deadlines.

   • Assist with follow-up and rectification of incomplete or inaccurate records where required.

5. Administrative & Operational Support

   • Provide day-to-day administrative and operational support to the Student Administration Department.

   • Assist with data entry, record verification, document preparation, filing, tracking, and reporting.

   • Work closely with internal departments and training centres to resolve administrative and documentation matters.

   • Support continuous improvement and digitalisation initiatives to enhance administrative efficiency and accuracy.

   • Perform other duties and responsibilities as assigned by the Head of Department (HOD).

Requirements

• Diploma, Higher Nitec, Nitec, or equivalent qualification.

• Fresh graduates and candidates with limited working experience are welcome to apply.

• Good organisational skills with strong attention to detail and accuracy.

• Comfortable working with computer systems, online portals, Microsoft Excel, and digital records.

*This is in partnership with the Employment and Employability Institute Pte Ltd ("e2i"). e2i is the empowering network for workers and employers seeking employment and employability solutions. e2i is a tripartite initiative of the National Trades Union Congress set up to support nation-wide manpower and skills upgrading initiatives.**By applying for this role, you consent to BELLS's PDPA and e2i's PDPA.*