Administration jobs in United States

Woodlands Social Centre (WSC) is hiring a dependable and highly organisedCentre Administratorto ensure smooth centre operations and provideexecutive support to the Executive Director (ED). This role manages shared email operations, administrative systems and access coordination, vendor/facilities administration, subscriptions/renewals tracking, records governance, and supports donor/finance administration workflows with internal stakeholders.

• Manage shared inboxes : triage, route, track follow-ups and ensure timely responses.
• Coordinate onboarding administration: IT setup guidance (shared drives, printer/scanner drivers), access cards, and alarm/app access.
• Maintain office asset tracking (laptops/phones) and assignment logs.
• Administer key press process: key register, check-out controls, missing key follow-up.
• Manage facility booking system and basic office administration workflows.
• Maintain SOP repository and administrative trackers/registers for consistent operations.

• Coordinate vendor schedules and renewals (cleaning, pest control, aircon servicing, fire extinguisher servicing).
• Maintain safety and incident administration SOPs (first aid kit checks, emergency contact/next-of-kin records, incident reporting process and filing).

• Maintain a subscriptions & renewals register and trigger renewals early.
• Keep invoices/receipts/approvals organised and audit-ready.
• Coordinate payment workflow with HR/Finance personnel per SOP (no approval authority unless assigned).

• Support role/access changes and continuity for relevant portals (e.g., NCSS/MSF-related systems, SG Grants/GEBIZ, IRAS/CPF) via authorised super admin/admin workflow.
• Maintain a portal register and documentation for continuity.

• Manage ED calendar, meeting scheduling and logistics (room bookings/Zoom).
• Maintain an ED action tracker and follow up on deadlines across teams/vendors.
• Support board/management documentation coordination and document control/versioning.

• Work withFundraising & Grants Manageron donor-related administration (documentation coordination, acknowledgements logistics, donor admin filing).
• Work withHR/Finance personnel/vendor bookkeeperon finance administration coordination (invoice routing, claims documentation completeness, evidence filing, trackers).

• Diploma/degree preferred; relevant experience inadministration/operations(social service, education, centre-based environment is an advantage).
• Strong attention to detail; able to manage SOPs, registers, trackers and documentation.
• Comfortable coordinating systems access, shared inboxes, basic IT onboarding steps and vendors.
• Strong follow-through, reliability, and stakeholder management.
• Able to handle sensitive information with discretion and confidentiality.

• Operations administration, office management, vendor coordination
• Document control, SOP writing/maintenance, records management
• Familiarity with portal access coordination (e.g., CorpPass-linked workflows) is an advantage
• Proficient in Microsoft 365 (Outlook, Teams, Excel, SharePoint/OneDrive)