Receptionist and Admin Assistant (EIC)

AWWA Ltd; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading organization in early intervention services is seeking an Administrative Executive to support operations at their center. Responsibilities include handling inquiries, managing billing, ensuring security, and assisting with facility management. The ideal candidate will excel in communication, organizational skills, and maintain confidentiality while providing an excellent service experience.

Qualifications

• Proficient in customer service and communication.
• Strong organizational skills for administrative duties.
• Ability to maintain confidentiality at all times.

Responsibilities

• Serve as the first point of contact for parents and visitors.
• Handle administrative duties including data entry and billing.
• Coordinate transport arrangements and manage supplies.

Skills

Customer Service

Communication

Organizational Skills

Confidentiality

Job description

Job Responsibilities

• Work closely with the Centre Manager/Senior Executive and Centre Admin to support smooth operations, meet programme targets, ensure efficient service delivery to clients, and uphold overall quality in the centre.
• Support administrative and operational processes including front-line operations, assets management, transport coordination, billing and financials, facility management, security, and logistics.
• Maintain customer confidence and operational security by keeping client and centre-related information confidential at all times.

Primary Duties and Responsibilities

Administrative and Operations:

• Serve as the first point of contact for parents and visitors at the Early Intervention Centre, handling enquiries via phone and walk-ins, and providing appropriate support.
• Channel enquiries to relevant personnel/departments, maintaining politeness, respect, and professionalism with internal and external stakeholders.
• Assist with reception duties, counter operations, temperature monitoring, and management of centre keys.
• Assist with daily attendance recording and promptly inform the Centre Manager/Senior Executive/IT department of discrepancies.
• Record and dispatch all incoming and outgoing mails appropriately daily.
• Conduct stock and stationery checks, replenishing supplies as needed.
• Manage caregiver and student cards, ensuring adherence to policies.
• Coordinate transport arrangements with vendors for students and centre events, including recording forms and subsidy applications.
• Provide administrative support such as filing, photocopying, data entry, and survey management.
• Support logistics for meetings and events as required.

Billing and Financials:

• Manage daily collection of fees and payments via NETS or contactless methods, ensuring accuracy and compliance.
• Ensure supporting documents for procurement and payments are complete for finance and audit purposes.
• Coordinate with suppliers/vendors and staff regarding receipt and dispatch of goods/services.

Facility, Security, and Asset Management:

• Assist with security of the premises, including opening, closing, and activating/deactivating security systems.
• Coordinate with Centre Manager/Senior Executive and HQ Facilities on maintenance issues, raising tickets, and ensuring completion.
• Work with vendors for pest control, landscaping, CCTV, etc., maintaining records and ensuring proper maintenance.
• Monitor the centre's upkeep, safety, hygiene, and environment, replenishing supplies like hand sanitizers.
• Maintain asset, inventory, and disposal records, supporting internal audits.
• Assist with emergency response briefings and fire drills.

Other Responsibilities:

• Provide coverage for the Admin Executive as needed.
• Assist with ad-hoc projects and committees.
• Perform other duties as directed by the Centre Manager/Senior Executive.

The above activities are not exhaustive and may be amended as needed.