Constituency Management Executive

You will work closely with a team of Constituency Support Executives (CSE) and Constituency Management Executive (CME) to support Community Club (CC) operations and service CC customers with the aim to actively promote and market CC activities, courses and events and attract new customers. You will provide and assist to supervise the administrative support for the operations of the Constituency Office (CO) and the Grassroots Organisations (GRO). In addition, you will take on functional and co-ordinating roles in Finance, Operations or Information Technology support in the CO.
Customer Support
- Co-ordinates collection and collation of information on customers and ensures that customer database is updated.
- Leverages on IT system to enhance CC customer experience.
- Initiates marketing / promotion efforts to develop and promote CC courses to meet targets set.
- Assists Deputy Constituency Directors (DCD) in organising community outreach and PA projects, including managing sub committees.
- Provides information and handles enquiries on CC services to the general public.
- Promotes CC membership scheme/activities/courses/events.
- Encourage usage of E-Kiosk and booking of courses through onePA.
- Ensures that confidential documents and reference material are kept securely and not openly displayed to the public.
- Ensures that CC notice boards are kept up-to-date and presentable. To remove expired notices promptly.
- Meets PA Service Standards at all times.
- Support in national initiative exercises such as Public Transport Voucher, Community Development Council (CDC) Vouchers etc.
- Providing administrative support to Deputy Constituency Directors (DCD) / Constituency Directors (CD).

Administrative Support
- Assists in preparing/ dispatching minutes of meeting for CO & GROs.
- Compiles the statistics for reporting and data analytics.
- Assists in reviewing and evaluating the relevance of all CC courses
- Ensure that letter of agreement for courses is duly signed and minuted prior to course commencement.
- Ensure course payments are promptly collected before course commencement date.
- Performs administrative duties (such as filing, typing, posters design and dispatch of minutes and circulars to GROs) to support the external functioning of the CO.
- Attends to requests or enquiries of grassroots leaders.
- Liaises with grassroots leaders and reminds that to attend important meetings and functions.
- Co-ordinates the administration of Edusave Merit Bursary (EMB) and Scholarship from data entry, preparation and dispatches of notification letters to applicants and sorts the vouchers for the EMB presentation ceremonies to be carried out successfully.
- Share with residents about the opportunities to volunteer based on their interest. Actively recruit community volunteer (CV) & Grassroots Leader (GRL). Provide Volunteer Registration Form (VRF) for completion and submit for security screening. Invites security cleared nominees to the monthly meetings to allow the grassroots leaders to observe and assess the suitability of the nominees to attain membership.
- Processes the appointment of new members into the GROs (inclusive of maintaining the membership lists) to strengthen the membership composition and re-appointment of members when the term of office ends to provide continuity of service.
- Ensure that settlement is completed daily.
- Ensure that cash collection worksheet is filled up daily and endorsed by duty manager.
- Ensure that all cash collections are banked in within 7 working days upon collection.

Co-ordinator Role
- Takes on appropriate functional roles of Finance, Operations or IT Co-ordinator (depending on staff’s strengths, qualifications, experience & assessment of supervisors).