Administration and Operations Manager

The Methodist School of Music (MSM) is an agency of The Methodist Church in Singapore (MCS) . Its Worship and Music (WM) arm seeks to enhance the quality of worship by nurturing and equipping the body of Christ in the areas of Worship and Music. At the same time, as a private school registered with the Ministry of Education, the school offers various music instrumental and dance classes through its Community Music (CM) arm.

We have a vacancy for Administration and Operations Manager.

Responsibilities and Duties

1. Administrative Management

2. Manage the school's daily operations, facilities, and expenses.

3. Oversee the MSM administration team.
4. Oversee the management of school records, e.g. student database, fee payment record
5. Coordinate office activities and operations (e.g. staff / faculty meetings, event management meetings, procurement of office supplies and services of external vendors where needed, etc.) to increase efficiency and ensure compliance with school policies and regulations.
6. Oversee the maintenance and security, safety and overall environment of the school's facilities.
7. Ensure all operations are carried on in an appropriate, cost-effective way.
8. Improve operational management systems, processes and best practices.

9. Coordinate logistics for internal and external events.

10. Financial Management

11. § Assist in budget preparation and manage school expenses within the allocated budget.

12. § Monitor financial transactions and collaborate with the finance team for accurate record-keeping.

13. Technology Integration

14. Ensure proper functioning of school technology infrastructure.

15. Support the integration of technology into administrative and academic processes.

16. Data Management

17. Oversee the overall knowledge and data management of the school.

18. Ensure data security and compliance with privacy regulations.

19. Facilities Management

20. Oversee the maintenance and security, renovation (if any), safety and overall environment of the school's facilities.

21. Coordinate with external vendors for repairs, maintenance, and any other facilitiesrelated matters.

22. Legal and Regulatory Compliance

23. Stay informed about changes in PDPA and compliance matters.

24. Ensure the school's compliance with all legal requirements.

25. Human Resource Support

26. Assist with recruitment and onboarding of new staff and faculty members.

27. Manage HR-related administrative matters.

28. Maintain employee records and ensure compliance with HR policies.

29. Collaboration and Communication

30. Support leadership team to conceptualize, implement and enhance organisational policies and procedures.

31. Work closely with other departments to ensure clear communication and collaboration across the organisation, as well as alignment of all departments to the school's overall vision and mission.

Job Requirements

• Minimum Diploma or Degree in Business Administration from an established institution or university with at least 7 years of relevant working experience.
• At least 7 years of experience working for the public service or international NGOs, with a focus on leadership and overseeing IM compliant procurement.
• Proficient in Microsoft Office Suite, with relevant advanced skills such as using Excel for data analysis, and creating pivot tables.
• Strong spoken and written communication skills are required to collaborate with internal and external stakeholders.
• Have good project management and problem-solving skills to analyse issues and recommend solutions.
• Able to communicate effectively across many levels of committees headed by clergy and laity.
• Able to work well independently and under tight timelines.
• Able to manage and supervise the administration team.

To apply for the above vacancy, please email us a copy of your resume.

Please indicate the following information in your resume:

• Current & expected salary
• Reasons(s) for leaving
• Availability to commence work

We regret that only short listed candidates will be notified. All applications will be treated with the strictest confidence. By submitting any application or resume to us, you will be deemed to have agreed and consented to us collecting, using, retaining and disclosing your personal information for the processing of your job application.