Admin Executive

4 hours ago

Pasir Ris, Singapore AWWA Full time

To support the administrative and operational needs for AWWA Home and Day Activity Centre.

Administrative and Operations:

- Support and assist the Admin & Ops Manager in the daily operations of the Centre.
- Attend to enquiries through calls/ walk-in and render assistance and support promptly. Channel enquiries to relevant personnel/departments where required, and maintain politeness, respect and professionalism at all times.
- Register and update visitor details in Visitor Management System.
- Manage filing and record keeping through proper maintenance of filing and archiving of documents in hardcopy and e-filing.
- Provide secretarial support (i.e. filing, drafting correspondences, minutes, memos, presentations) for AWWA Home.
- Update internet/ intranet, client management and Knowledge Management (KM) systems regularly.

Billing and Financials
- Manage and coordinate with AWWA Finance on cash/cheque/Nets collections and banking in process.
- Support billing management in the area of daily collection, verification and closing.
- Support and coordinate with AWWA Finance on arrears management and assist with managing arrears timely.
- Ensure that fee invoices are processed and distributed timely to clients.
- Coordinate with AWWA Corporate Partnership and AWWA Finance on receiving and recording of donations management and banking in process.
- Assist Admin & Ops Manager in making claims submission for funding, including liaising with the relevant authorities to ensure compliance to the funding criteria, consolidate documents on expenditure and records for claims submission.

Procurement, Asset Management
- Assist Admin & Ops Manager with monitoring and ensuring that the procurement checklist is maintained/updated and take steps to ensure stocks are replenished timely.
- Ensure that all stocks for stationary, art/craft supplies, nursing and therapy supplies and donations, etc in the Home are accounted for, are timely distributed, and maintain adequate stock items for Home usage.
- Assist Admin & Ops Manager with the purchase requisition process and management of purchase orders through timely submission of purchase requirements in procurement portal.
- Ensure timely processing of vendor payments through timely submission of verified invoices for goods /services received by AWWA Home.
- Assist Admin & Ops Manager with monitoring the budget through regular expense tracking from Purchase orders and HRiQ claims.
- Work with Admin & Ops Manager and Head of Departments to keep records and manage fixed assets, inventory and disposal records.
- Support the Admin & Ops Manager and assist with the conduct of internal audit checks when required.

Events Management/ Logistics/Transport Coordination
- Coordinate transport requests for Home events/ for fetching clients to and from the Day Activity Centre.
- Liaise with transport vendor on transport billing and schedules to ensure that events and transportation support run smoothly.
- Support Home events in the area of logistics and administrative support.

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