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Administrative Assistant

3 weeks ago

Pasir Ris, Singapore Buddhist Compassion Relief Tzu-Chi Foundation (Singapore) Full time

Job summary: Encompasses the broad range of tasks related to administration, course management, financial management, personnel management, information management, event coordination, customer service, and document management.

Job responsibilities:
**Financial and Budget Management**
- Process daily expense reimbursements and maintain financial records.
- Maintain student fee records and handle fee collection through Xero system.

**Course Management**
- Assist in scheduling and coordinating courses to ensure smooth operation with instructors.
- Maintain and update course schedules, handle registration and financial matters related to enrolment and withdrawals.

**Personnel Management**
- Regularly engage with in-class volunteers.
- Help maintain the in-class volunteer system, manage attendance, and collect feedback.

**Courses and Events Coordination**
- Assist in planning and organizing promotional activities, courses, gathering and exhibitions.
- Maintain contact with volunteers, customers and students to promote collaboration.
- Assist in preparing courses materials, venues, coordinating volunteers, and managing equipment.

**Customer Service**
- Address inquiries from students and customers, handle complaints and suggestions.
- Collect and organize student feedback to help improve courses and service quality.

**Administrative and Logistics Management**
- Office Management: Ensure smooth office operations and manage daily administrative tasks.
- Document and Archive Management: Ensure archiving, and safekeeping of documents, regularly inspect and update archives to ensure completeness and accuracy.

**Other Duties**
- Assist with other ad-hoc tasks.
- Complete other tasks assigned by superiors.

**Skills**:

- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with office equipment (printers, scanners).
- Experience with database management and data entry.
- Familiarity with virtual communication tools (Zoom, Microsoft Teams).
- Experience managing calendars, scheduling appointments, and organizing meetings.
- Ability to work well with others and provide excellent customer service.
- Strong teamwork skills and a collaborative approach.
- Flexibility to handle a variety of tasks and roles.

Qualifications:

- High school diploma or equivalent is typically required.
- Previous experience in an administrative role is often preferred.
- Any specialized training in office management or administrative functions.

For internal use only**: 02