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Administrative Executive

2 weeks ago

Singapore INFANT JESUS HOMES AND CHILDREN'S CENTRES Full time

**Job DescriptionJob Title**: Administrative and ExecutiveReporting Officer : Executive Director /Matrix Reporting to Head Student Centre ServicesJob SummaryThe 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 Responsibilities1. 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 : o Filing and Maintenance of Administrative Recordso 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 Centreso Receive goods ordered for the organization/student centreso Prepare materials to support on-boarding of new staff (eg stationeries, t-shirt, etc)o Registration of staff, Management Commitee members and volunteers for workshops/seminarso Prepare Payment Vouchers & claims for all admin orders and the elderly residentso Perform reception duties (answer phone calls, receive guests, new students)o Update and distribute all notices from MOE/MSF/NCSS directives & regulations (eg. Student Enrolment, QR Code, etc ) to relevant parties for attention/information.o Update all notices & visitors recordso Request for quotations from vendors, as and when neededo Help Operations Manager to coordinate repairs of Facilities/receive vendors in the event that he/she is not availableo 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: o Receiving & replying standard enquires from interested parentso Prepare and update student enrolment listo Scan & create new students Personal Files & close Personal Files of outgoing childo Ensure Student Enrolment and Face Recognition are done promptly i.e. Monitor & record next month’s incoming or outgoing childreno Prepare Payment Vouchers for SCS expenses only after verification/ confirmation is completed by Centre Manager/ Head of SCSo Work with Finance to ensure that records of SCS fee accruals and prepayments / deposits (for Centre overview)o Issue invoices and receipts for payment received from parents (to coordinate with Finance team)Job RequirementsMinimum Qualifications - DiplomaMiminum of at least 3 to 5 years experienceProficient in Microsoft Office Package - Word, Excel and Power PointAble to plan and organiseAble to multi-taskBe able to think out of the boxBe resourcefulAble to communicate wellEnjoys working with peopleGood Interpersonal SkillsAble to work independentlyProblem Solving MindsetAttention to Detail

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