Receptionist with Administrative Support

HORIZON GLOBAL SERVICES PTE. LTD.; Singapore; On-site; SGD 28,000 - 39,000; Full time

Job summary

Xinmin Primary School is seeking a Receptionist with Administrative Support to manage front-desk operations, handle telephone calls and visitor enquiries, assist students with basic needs, maintain student attendance records and provide general administrative support in a busy school environment.

The role also involves greeting visitors, handling mail, recording attendance data, and supporting teachers with daily administrative tasks.

Qualifications

• Minimum secondary school education completed.
• Good communication and interpersonal skills.
• Good team player with initiative.
• Proficiency in Microsoft Office, including Word, Excel and PowerPoint.

Responsibilities

• Answer telephone calls, manage visitors, take messages and respond to enquiries from parents, pupils, vendors and school staff.
• Handle a high volume of calls and manage daily enquiries in a dynamic school environment.
• Call parents each morning to check on absent pupils.
• Convey messages to pupils during special events and other ad-hoc activities.
• Operate photocopiers, scanners and other school office equipment.
• Provide first-level assistance to sick or injured pupils, including issuing fever patches and cold packs.
• Escalate cases to other office colleagues when further assistance is required.
• Handle situations involving pupils who vomit or soil their clothes, issue spare uniforms, assist with minor uniform repairs such as buttons and zips, and arrange snacks when needed.
• Record incident reports on an iPad using FORMSG.
• Enter latecomer and early-dismissal details into the iPad for student attendance records.
• Monitor and record pupils who need to use the school telephone.
• Manage students' lost-and-found belongings, including wallets, pencil cases and POSB Smart Buddy watches.
• Count, sort and distribute brochures, leaflets and other items to teachers and pupils.
• Handle outgoing mail, including affixing stamps and posting letters.
• Record incoming mail in Excel for tracking purposes.
• Assist with compiling School Breakfast coupons when required.
• Maintain the receptionist’s forms cabinet and ensure forms are current and replenished.
• Coordinate deliveries of supplies and equipment and inform the relevant teachers for collection.
• Obtain the Goods Acceptance Officer’s signature on delivery orders.
• Assist with printing documents from shared drives and shredding documents.
• Perform other general administrative and clerical duties as assigned.

Skills

Good communication

Interpersonal skills

Team player with initiative

Microsoft Office (Word, Excel, PowerPt

Education

Secondary education

Tools

Microsoft Office

Job description

School: Xinmin Primary School

Location: 9 Hougang Avenue 7, Singapore 538784

Contract Period: 1 January 2027 - 31 December 2027

Employment Type: Contract

Working Hours

• Monday, Tuesday & Thursday: 7:30 AM – 5:30 PM, inclusive of 1-hour lunch break

• Wednesday: 7:30 AM – 3:30 PM, inclusive of 1-hour lunch break

• Friday: 7:30 AM – 3:45 PM, inclusive of 1-hour lunch break

• Weekends & Public Holidays: No service required on Saturdays, Sundays and gazetted public holidays.

Job Summary

Xinmin Primary School is seeking a Receptionist with Administrative Support to manage front-desk operations, handle telephone calls and visitor enquiries, assist students with basic needs, maintain student attendance records and provide general administrative support in a busy primary school environment.

Key Responsibilities

Reception & Customer Service

• Answer telephone calls, manage visitors, take messages and respond to enquiries from parents, pupils, vendors and school staff.

• Handle a high volume of calls and manage daily enquiries in a dynamic school environment.

• Call parents each morning to check on absent pupils.

• Convey messages to pupils during special events and other ad-hoc activities.

• Operate photocopiers, scanners and other school office equipment.

Student Support & Attendance

• Provide first-level assistance to sick or injured pupils, including issuing fever patches and cold packs.

• Escalate cases to other office colleagues when further assistance is required.

• Handle situations involving pupils who vomit or soil their clothes, issue spare uniforms, assist with minor uniform repairs such as buttons and zips, and arrange snacks when needed.

• Record incident reports on an iPad using FORMSG.

• Enter latecomer and early-dismissal details into the iPad for student attendance records.

• Monitor and record pupils who need to use the school telephone.

• Manage students' lost-and-found belongings, including wallets, pencil cases and POSB Smart Buddy watches.

Administrative & Office Support

• Count, sort and distribute brochures, leaflets and other items to teachers and pupils.

• Handle outgoing mail, including affixing stamps and posting letters.

• Record incoming mail in Excel for tracking purposes.

• Assist with compiling School Breakfast coupons when required.

• Maintain the receptionist’s forms cabinet and ensure forms are current and replenished.

• Coordinate deliveries of supplies and equipment and inform the relevant teachers for collection.

• Obtain the Goods Acceptance Officer’s signature on delivery orders.

• Assist with printing documents from shared drives and shredding documents.

• Perform other general administrative and clerical duties as assigned.

Qualifications

• Minimum secondary school education completed.

• Good communication and interpersonal skills.

• Good team player with initiative.

• Proficiency in Microsoft Office, including Word, Excel and PowerPoint.

Experience

- 3 years of relevant reception and administrative experience in a school environment is preferred.