Receptionist cum Administrative Support Assistant

WSH EXPERTS PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A local educational service provider in Singapore is seeking an Administrative Support Specialist to facilitate various duties including clerical tasks, front desk communication, and event coordination. The role involves assisting with financial inquiries, maintaining office organization, and distributing important documents to ensure smooth administrative operations. The ideal candidate will have strong communication and organizational skills, and experience in data entry is preferred. This position offers a chance to contribute to a dynamic school environment.

Qualifications

• Ability to manage basic clerical tasks and maintain accurate records.
• Strong communication skills for engaging with parents and students.
• Experience in data entry and organization of office materials.

Responsibilities

• Assist in clerical tasks related to financial assistance applications.
• Manage front desk services, including student health emergencies.
• Perform data entry for various school administrative functions.
• Ensure office area remains organized and professional.
• Distribute documents and manage mail in a timely manner.
• Coordinate materials for school events effectively.

Skills

Basic clerical tasks

Data entry

Communication skills

Office organization

Job description

The Services required are set out as follows:

Financial assistance and bursary support

• Assist in basic clerical tasks such as checking for completeness of supporting documents.
• Assist in financial assistance and bursary enquiries.
• Inform parents of application outcomes and distributing approval letters to ensure timely communication with families.
• Assist in getting the endorsement for other financial assistance and bursary applications.

Front desk and communication services

• Handle counter service and manage telephone enquiries, including attending to calls at the general office, and relaying messages to relevant personnel.
• Attend to sick / injured students.
• Contact parent and get the yellow slip signed for early dismissal.
• Mobile phone collection from students on detention.

Data entry work

• Perform data entry work to support various school administrative functions.
• Assist to maintain accurate records of lost and found items, students resting in the sick bay and early release of students.
• Update stationeries/paper inventory.
• Scan and WhatsApp the updates of late-coming students.

Office organisation and maintenance

• Housekeep the front desk area to ensure it remains orderly and professional.
• Issuance and recording of uniform on loan to students and ensure timely return in good order.
• Assist to keep the cupboards in the General Office clean and tidy, including those for the stationeries and uniform, to maintain an efficient working environment.
• Assist with disposal of unclaimed lost and found items.
• Assist with the spring-cleaning of the General Office during school breaks.

Document management and distribution

• Distribute hardcopy mails to designated recipients in a timely manner.
• Ensure items to be distributed are cleared and collected.
• Get GRO to sign Delivery Orders: Inform teachers of their deliveries, assist with the filling of DO and ensure items are correctly collected by the teachers.
• Issue Report Books to students (based on the teachers’ instructions).
• Issue Graduation Certificates to graduated students.
• Contact students for the ad hoc NRIC collection.

Event and materials coordination

• Help to pack items according to classes for distribution, whether for school events or collaterals from HQ or external organisations, ensuring organised and efficient distribution processes.

Staff administration support

• Update staff attendance records in the General Office system to ensure accurate personnel tracking.
• Assist with lamination and binding of documents.
• Assist to update new staff name labeling at the pigeonholes.

General administrative duties

• Lost and found cash is handed over to AM/AE/CSO daily.
• Perform other general administrative tasks as delegated by school management to support the smooth operation of daily school activities.