Administrative Specialist

This role combines administrative responsibilities for a preschool and for a fintech company. The position requires strong organizational skills, attention to detail, and the ability to balance priorities in a fast-paced, multi-industry environment.

**Enrolment and Preschool Administration**
- Manage enquiries from existing and potential parents in a professional manner, following instructions from the Director, Centre Manager, and Principal.
- Oversee documentation and processes related to registration and withdrawals, including follow-up on incomplete or erroneous forms.
- Maintain updated children’s records, including enrolments and withdrawals, in a timely manner.
- Handle billing and fee collection, monitor outstanding fees, and issue reminders to ensure timely payments.
- Generate enrolment and finance-related reports for the management team.
- Coordinate with ECDA, manage relevant reports, and oversee compliance tasks such as subsidy audits and updates in the CMS system.

**Operational Support**
- Assist in daily arrival and dismissal processes to ensure safety and efficiency.
- Distribute materials from external vendors and manage incoming deliveries.
- Manage petty cash, expense claims, and school-related expenses with proper documentation.
- Source, negotiate, and follow up with suppliers on quotations, orders, and inventory (e.g., food orders, stationery, uniforms).
- Provide general administrative support to the Director, Centre Manager, and Principal.

**Human Resources Assistance**
- Support Centre Manager and Principal with HR-related duties, such as updating medical expense claims in WhyzeHR and Xero.
- Maintain organized HR documentation and ensure compliance with internal procedures.

**Fintech Finance Responsibilities**
- Collaborate with the finance team to maintain accurate bookkeeping, including processing invoices, receipts, and payments.
- Assist in budget planning, track expenses, and prepare regular financial reports for management review.
- Support internal and external audits to ensure compliance with relevant regulations and company policies.
- Identify cost-saving opportunities and align spending with business objectives.

**Director Support**
- Coordinate the Director’s calendar, appointments, and travel arrangements.
- Prepare and distribute meeting agendas, minutes, and related documents.
- Act as a liaison between the Director and various teams, ensuring smooth information flow.
- Assist in special projects, including managing timelines, resources, and deliverables for fintech initiatives.
- Help maintain relationships with key stakeholders, partners, and clients, and coordinate presentations or pitches as required.

**Marketing and Growth**
- Provide support for marketing events such as Open Houses, liaising with teams and vendors for successful execution.
- Manage and update marketing channels (Facebook, Instagram, website) by creating and uploading multimedia content.
- Work with the Centre Manager on parent viewings and enrolment strategies to drive growth.
- Contribute ideas for new marketing initiatives to increase brand visibility and enhance customer experience.

**Requirements and Qualifications**
- Diploma or Degree in Business Administration, Early Childhood Education, Finance, or a related field preferred
- Prior experience in customer service, administration, finance, or accounting is beneficial.
- Proficiency in MS Office (Word, Excel, PowerPoint); experience with Xero or similar accounting software is an advantage.
- Excellent communication, organization, and multitasking skills.
- Ability to work independently and adapt quickly to changing priorities.
- Genuine interest in both early childhood education and fintech operations.

**Join Our Team**

This dual-role position provides a unique opportunity to develop expertise in both preschool administration and fintech finance. If you have a passion for serving families and children while growing professionally within a dynamic global environment, we invite you to apply.