Administrative Executive

4 days ago

Singapore INFANT JESUS HOMES AND CHILDREN'S CENTRES Full time

**Job Description
**Job Title : Administrative and Executive**

**Reporting Officer **:Executive Director /Matrix Reporting to Head Student Centre Services

**Job Summary**

The Administrative Executive will assist and support the Executive Director and also provide office services by implementing administrative systems, procedures and policies and monitoring administrative projects.

**Role and Responsibilities**

1. Provide support to Executive Director in administrative duties as assigned e.g. in arranging for meetings, handling physical meeting setup and preparation of confidential documents for Board Meetings where needed.

2. Office Support & Service:

- Filing and Maintenance of Administrative Records
- Maintain inventory of office supplies and stationery, by checking stock to determine inventory level, anticipate needed supplies, placing and expediting orders for supplies for the Office and Student Care Centres
- Receive goods ordered for the organization/student centres
- Prepare materials to support on-boarding of new staff (eg stationeries, t-shirt, etc)
- Registration of staff, Management Commitee members and volunteers for workshops/seminars
- Prepare Payment Vouchers & claims for all admin orders and the elderly residents
- Perform reception duties (answer phone calls, receive guests, new students)
- Update and distribute all notices from MOE/MSF/NCSS directives & regulations (eg. Student Enrolment, QR Code, etc ) to relevant parties for attention/information.
- Update all notices & visitors records
- Request for quotations from vendors, as and when needed
- Help Operations Manager to coordinate repairs of Facilities/receive vendors in the event that he/she is not available
- Any other ad-hoc duties assigned, including administrative support for special projects and events and to cover some duties of the Finance Assistant when the person is on leave.

3. Student Care Centres (SCS) Administration Support & Services:

- Receiving & replying standard enquires from interested parents
- Prepare and update student enrolment list
- Scan & create new students Personal Files & close Personal Files of outgoing child
- Ensure Student Enrolment and Face Recognition are done promptly i.e. Monitor & record next month’s incoming or outgoing children
- Prepare Payment Vouchers for SCS expenses only after verification/ confirmation is completed by Centre Manager/ Head of SCS
- Work with Finance to ensure that records of SCS fee accruals and prepayments / deposits (for Centre overview)
- Issue invoices and receipts for payment received from parents (to coordinate with Finance team)

**Job Requirements**

Minimum Qualifications - Diploma

Miminum of at least 3 to 5 years experience

Proficient in Microsoft Office Package - Word, Excel and Power Point

Able to plan and organise

Able to multi-task

Be able to think out of the box

Be resourceful

Able to communicate well

Enjoys working with people

Good Interpersonal Skills

Able to work independently

Problem Solving Mindset

Attention to Detail

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