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Admin Officer

2 weeks ago

Singapore Allkin Singapore Ltd Full time $40,000 - $60,000 per year

COMPANY DESCRIPTION

Founded in 1978 as Singapore's first family service centre, Allkin Singapore is a community-centric social service agency that believes everyone has the potential to create positive change, regardless of age, race, or background.

Through our service offerings, strategic partnerships, and community initiatives, we unlock opportunities for vulnerable individuals and families to overcome life's challenges, build a brighter future, and inspire others to do the same.

The Administrative Officer is responsible for the smooth running of clinical administrative operations within the Family & Community Support Division. Part of your job includes managing financial records, liaising with various department staff and directors, and ensuring seamless workflows that support the division's functions.

DESIGNATION : Admin Officer / Senior Admin Officer (FSC)

RESPONSIBILITIES

Admin Officer

Office management:

  • Oversee daily office operations, including managing office supplies, equipment and facilities.
  • Assist in the development and implementation of office policies and procesdures to ensure smooth functioning of administrative process.
  • Maintain organized filing systems and databases for easy retrieval.

Administrative Support:

  • Provide administrative support of centre management and other staff members where necessary.
  • Oversee daily office correspondence, handling incoming and outgoing communciation, i.e. smooth operations of phone, email, mail.
  • Schedule meetings, appointments and prepare meeting rooms for management.
  • Prepare and distribute correspondence, memos and reports.
  • Work with internal and external parties in developing, implementing new work processes and systems for the centre/division.
  • Covering admin colleagues in their absence

Financial Management:

  • Management of procurement process. i.e process invoice, purchase orders and expense reimbursement.
  • Ensure the safe-keeping and tracking of monies (including petty cash, donations, programme fees, and financial assistance to clients)
  • Oversee incoming donations to the centre and working with relevant staff on timely distribution
  • Update and maintain required records for programmes such as enrolment data and fees, and prepare relevent monthly reports such as income and reconciliation.

Record Keeping & Reporting:

  • Keeping records of office keys and security access cards for the centre.
  • Support centre and senior management with administrative tasks such as monthly/quarterly/annual KPI reports, data analysis, and audit preparation.
  • Liaise with external departments and vendors to manage administrative tasks, such as maintenance of centre facilities and onboarding new staff

Senior Admin Officer

Additionally:

Supervision Support:

  • Provide administrative support to senior management and other staff members where necessary.
  • Provide supervisory support to junior admin staff as needed.
  • Supervise administrative staff and provide guidance and support where necessary.
  • Conduct relevant engagements, evaluation and provide feedback to the admin team members.

QUALIFICATIONS

  • Diploma in Administration or a relevant qualification
  • At least 5 years (for Admin Officer) and 7 years (for Senior Admin Officer) of relevant working experience
  • Empathetic and understanding when working with clients from diverse backgrounds
  • Comfortable traveling across different work locations when required
  • High sense of accountability and responsibility
  • Good leadership and team management skills
  • Good problem-solving and critical thinking abilities, with attention to detail
  • Strong verbal and written communication skills
  • Strong organizational and multitasking abilities
  • Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel)

OTHER INFORMATION

Liberte HR Services Pte Ltd is the designated recruitment partner for Allkin Singapore. As part of the hiring process, you may receive communication from them regarding this opportunity. #LI-DNI