Operations and Admin Executive

The Operations & Admin Executive plays a pivotal role in supporting the day-to-day operations and administration of the organization. This includes front-line caregiver engagement, data management, inventory tracking, and cross-departmental coordination. In addition, the role provides admin support to the CEO and Director of Operations, ensuring efficient scheduling, communication, and follow-up on strategic and administrative matters.

Client Services / Operations

• Oversee the upkeep and cleanliness of the centre’s front-of-house area to ensure a welcoming environment for clients, caregivers and visitors.
• Maintain Caregiver Welfare supplies and handle re-ordering or replenishment as needed to support daily operations.
• Provide first-line support for incoming afternoon phone calls and WhatsApp enquiries from caregivers (e.g. attendance matters, make-up sessions, trainer coverage).
• Attend to walk-in sales professionally and update relevant tracking files.
• Monitor incoming enquiries from contact mailbox, mainline and walk-in and ensure all incoming enquiries are acknowledged and responded to promptly. Track, delegate, and escalate enquiries to the appropriate departments or team members for timely follow-up and resolution.
• Maintain and update the programme Attendance "Master List" to support programme and finance tracking.
• Ensure timely updates of the Update File and other documentation for audit and reporting.
• Process new enrolments, including initial intake sessions, financial assistance applications, and invoice requests.
• Manage client discharge or withdrawal processes, ensuring proper documentation, communication, and coordination with relevant programme teams.
• Coordinate and facilitate session redemptions and attendance matters, including tracking client’s attendance and following up on make-up sessions for valid absences as per Service Guide.
• Support trainer coverage by working with the relevant programme team.
• Track and follow up with Caregivers on outstanding term invoices and coordinate with Finance to ensure that payment is received promptly, prior to the due date.
• Undertake any other tasks or projects as assigned by the supervisor or management team to support the smooth operation of the centre and the fulfilment of the organisation’s mission. This may include cross-departmental collaboration, special projects, or any other administrative or operational duties as required.

Admin Support to Management (CEO office)

• Manage and coordinate calendars, appointments, and meetings, including internal and external engagements.
• Assist with travel arrangements, logistics, and preparation of meeting materials or presentations.
• Draft and manage email correspondence, follow-ups, and reminders on behalf of the CEO and Director of Operations.
• Provide administrative support during key events, board meetings, or special projects as assigned.
• Maintain confidentiality and discretion in all communications and documentation.

Job Requirements

• At least 2 years of related experience (Customer services)
• Diploma in related field (Business / Office Management)
• Passionate in working with persons with disabilities
• Passionate about inclusionary practice and implementation of intervention strategies
• Strong organisational, interpersonal and communication skills with service quality mindset.
• Proficient in basic IT skills (Microsoft)
• Ability to handle multiple tasks efficiently and work independently in a fast-paced environment.
• High level of professionalism, discretion and attention to detail.