Centre Administrator

We are seeking a detail-oriented and efficient Centre Administrator to manage backend administrative duties that support enrolment processes, reporting, data management and internal communications. The ideal candidate will also handle inbound calls from the centre hotline and provide responsive, professional assistance to customer enquiries from the backend.

This role may be required to travel to our Admiralty Centre and support morning children check-in if required.

Job Responsibilities:

1. Enrolment

·       Respond to customer enquiries via centre hotline and email regarding enrolment, fees and programme information.

·       Identify and tag new leads from calls and emails for centres' follow-up.

·       Follow up on customer enquiries and feedback and work with centres to make sure they are resolved.

·       Collate, prepare and submit enrolment-related and sales reports to Management and centre leaders.

·       Make sure all enrolment steps are completed, such as ordering uniforms, arranging transport and informing parents about fees and centre rules.

·       Conduct backend support for parent surveys to gather feedback and measure service quality.

·       Monitor centre compliance with sales workflows and feedback processes.

·       Maintain and organise enrolment documentation, including digital filing and recordkeeping.

2. Administration

·       Maintain a well-organised digital administrative system for records, forms and reports.

·       Manage and ensure timely and accurate fee collection.

·       Prepare and submit reports to Government Authorities (e.g. GSII, CDA, GIRO deduction) within specified timelines.

·       Liaise with the Finance Department on backend reporting, such as subsidy submissions, fee collection reports, supplier invoices and delivery orders.

·       Reconcile subsidy claims with finance records to ensure accuracy and compliance with ECDA guidelines.

·       Generate and distribute invoices, receipts and payment documentation in a timely manner.

·       Process deposit refunds and withdrawals in accordance with policy, handling the necessary documentation.

·       Organise and send out the Centre's letters, emails and other communications.

·       Coordinate with suppliers and vendors for office-related goods and services, and track deliveries and invoicing.

·       Maintain inventory records for uniforms, office supplies and first aid items.

·       Handle petty cash claims with proper documentation and approval processes.

3. Communication & Call Handling

·       Answer all incoming calls in a professional and courteous manner.

·       Provide accurate information on enrolment, programme details, billing procedures and operational matters.

·       Keep parents informed about school activities, new programmes and important updates.

·       Build and maintain good relationships with parents, colleagues and other stakeholders.

·       Address and resolve parents' concerns in a timely and respectful manner.

4. Other Duties

·       Support the Centre Leader with the Centre's day-to-day administrative operations.

·       Undertake any other administrative or support tasks as assigned by the Centre Leader.

Job Specifications:

·       Minimum of 2 years' experience in administrative or customer service roles.

·       Strong proficiency in Microsoft Office.

·       Comfortable handling inbound calls professionally from a back-office setting.

·       Excellent organisational, communication and time management skills.

·       Experience in working with government systems (e.g. ECDA CMS) and Taidii Invoicing System is an advantage.

·       Ability to work independently and manage multiple priorities.