Sports Administration & Operations Assistant (Part-Time, 6-Month Contract)

Singapore Disability Sports Council; Singapore; On-site; SGD 17,000 - 23,000; Part time

Job summary

The Singapore Disability Sports Council (SDSC) is seeking a motivated and organised individual to join us as a Sports Administration & Operations Assistant. You will handle day-to-day administrative and operational support to the Pathway & Performance team and assist Community Programmes with various records, travel, procurement and payments.

This is a 6-month part-time contract role with the possibility of continuation or expansion based on organisational needs.

Qualifications

• Diploma or equivalent qualification in Business Administration, Sports Management, Operations, Finance or a related field.
• Proven organisational skills and attention to detail.
• Some experience with invoices, expense claims, procurement or payment documentation is an advantage.
• Proficiency in Microsoft Office, especially Excel and Word, and Google Workspace.
• Able to manage routine tasks and meet deadlines.
• Good written and verbal communication skills.
• Comfortable communicating with athletes, coaches, suppliers and colleagues.

Responsibilities

• Maintain athlete, coach and staff records including licences and agreements.
• File and track athlete and coach contracts and agreements, including renewal dates.
• Assist with athlete and coach documentation and programme forms.
• Send routine emails, notices and updates to athletes, coaches and stakeholders.
• Assist with licence applications and renewals for athletes and coaches.
• Coordinate travel arrangements for domestic and overseas competitions, including flight bookings and accommodation.
• Handle procurement of goods and services for Pathway & Performance and Community Programmes.
• Process athlete and coach claims and supplier invoices with proper documentation.
• Provide general administrative support to Pathway & Performance and Community Programmes teams.

Skills

Organisational skills

Attention to detail

Written and verbal communication

Reliable and eager to learn

Education

Diploma or equivalent in Business Administration, Sports Management, Operations, Finance

Tools

Excel

Word

Google Workspace

Job description

About SDSC

The Singapore Disability Sports Council (SDSC) is seeking a motivated and organised individual to join us as a Sports Administration & Operations Assistant.

About This Role

The Sports Administration & Operations Assistant provides day-to-day administrative and operational support, primarily to the Pathway & Performance team, with some support to the Community Programmes team.

The role covers a range of administrative tasks, including sport and athlete records, competition and travel arrangements, procurement, claims and payment processing, and general team support.

You will work closely with sport managers, coaches, athletes and colleagues, as well as external parties such as suppliers and travel providers.

This is a 6-month part-time contract role, with the opportunity for the role to be reviewed for continuation or expansion based on organisational needs.

Key Duties and Responsibilities

1. Sport, Athlete & Coach Administration

• Maintain and update records for athletes, coaches and assigned sports, including contact details, agreements, licences and competition records.
• File and track athlete and coach contracts and agreements, including key dates for renewal or expiry.
• Assist with athlete and coach documentation,including agreements, spexCarding documents and other programme-related forms.
• Assist to send routine emails, notices and updates to athletes, coaches and other stakeholders.
• Assist with licence applications and renewals for athletes and coaches where required.
• Follow up with athletes, coaches and relevant stakeholders on outstanding documents and submissions.

2. Competition & Travel Administration

• Assist with travel arrangements for athletes, coaches and support personnel attending domestic and overseas competitions.
• Make arrangements such as flight bookings, seating, excess baggage, accommodation and local transport.
• Assist with applications for competition- or travel-related licences and permits, where required for specific sports or equipment.
• Assist with changes to bookings and other last-minute travel or logistical arrangements when required.

3. Procurement Administration

• Assist with the procurement of goods and services required for Pathway & Performance and Community Programmes.
• Prepare purchase requests, quotations and other supporting documents for approval.
• Liaise with suppliers on quotations, orders and delivery arrangements.
• Maintain procurement records and supporting documents.

4. Payment & Claims Administration

• Assist with processing athlete and coach claims.
• Assist with processing supplier invoices and payment requests.
• Check that claims, invoices and supporting documents are complete before submission for approval.
• Follow up with athletes, coaches, suppliers and colleagues on missing information or documents.
• Maintain records of claims and payments.
• Follow up with Finance on routine payment and claims matters.

5. Team & Operational Support

• Provide general administrative support to the Pathway & Performance team and Community Programmes team.
• Undertake other administrative duties as required.

Other Requirements

Essential

• Diploma or equivalent qualification in Business Administration, Sports Management, Operations, Finance/Accounting or a related field.
• Good organisational skills and attention to detail.
• Some experience with invoices, expense claims, procurement or payment documentation will be an advantage.
• Proficient in Microsoft Office, particularly Excel and Word, and Google Workspace.
• Able to manage routine tasks and follow up on deadlines.
• Good written and verbal communication skills.
• Comfortable communicating with athletes, coaches, suppliers and colleagues.
• Responsible, reliable and willing to learn.

Type of Employment

Part-Time Contract Employee – 6 Months

This is a 6-month pilot role to assess the organisation's longer-term administrative needs. Subject to organisational requirements and review, there may be an opportunity for the role to be continued or developed into a longer-term position

Other

The above duties and responsibilities may be adjusted from time to time based on organisational needs and the individual's experience and capabilities.