Administrative Operations Manager
3 days ago
The role of the Administrative Operations Manager is to ensure the smooth and efficient operation of the centre by managing both administrative and financial tasks.
This dual-function position plays a crucial role in ensuring the delivery of quality services and operational sustainability. The candidate will be responsible for supporting the Centre Manager in day-to-day operations, billing and claims processes, procurement, and ensuring compliance with reporting standards.
Key Responsibilities:
- Administrative Operations
Serve as the first point of contact at the centre, handling walk-ins, phone calls, and general enquiries.
Maintain accurate and up-to-date client records in client management systems (e.g., CRM).
Provide administrative support to programme and care staff, including documentation, leave tracking, and scheduling.
Coordinate logistics for centre activities, transportation, and vendor services.
Support centre audits, licensing renewals, and documentation reviews.
- Finance & Billing Support
Prepare and issue monthly invoices to clients and/or their families.
Process and submit government claims and subsidies (if required) in a timely and accurate manner.
Monitor outstanding payments and follow up with clients or caregivers on billing matters.
Reconcile daily collection and assist with monthly financial reporting and budgeting.
Work closely with the finance team to support audit readiness and financial compliance.
- Procurement & Inventory Management
Source, request, and track quotations for goods and services in accordance with procurement policy.
Process purchase requisitions and ensure proper documentation and approvals.
Maintain records of centre assets, supplies, and consumables, and monitor stock levels.
- Reporting & Compliance
Compile and submit regular reports to management, government agencies, and funders as required.
Ensure proper filing and data protection in accordance with organisational SOPs.
Support preparation for audits, inspections, and compliance reviews.
- Team & Centre Support
Assist in the coordination of centre-wide events, training sessions, and stakeholder meetings.
Support volunteers, therapists, and service partners with administrative needs.
Maintain a positive and collaborative working relationship with all stakeholders, including clients, caregivers, vendors, and staff.
- Other Duties
Undertake any other tasks or responsibilities as assigned by the Centre Manager or Senior Management.
Required Skills and QualificationsDiploma in Business Administration, Accounting, Finance, Healthcare Management, or equivalent.
At least 2 years of experience in an administrative or finance role, preferably in the community care, healthcare, or social services sector.
Proficient in MS Office (Excel, Word, PowerPoint) and familiar with accounting systems or client databases.
Strong attention to detail, organisational skills, and ability to manage multiple tasks effectively.
Good interpersonal and communication skills; able to engage with elderly clients and caregivers with empathy and professionalism.
Knowledge of claims processes and basic accounting principles is an advantage.
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