Office Administrative Clerical Duties
Responsible for the administrative clerical functions associated with the operations of the Schoolhouse but not restricted to:
· Answering phone calls, mail and email
· Maintaining office equipment and preparing correspondence and communications
· Monitoring inventories and school supplies
· Processes and evaluates quotations, put up recommendations for Principal’s / Executive Director’s approval
· Procurement of approved items for school
· Procurement of approved teaching materials and supplies
· Stock check stationery and reading books
· Ensure first-aid box is well-stocked with relevant items
· Conduct annual stock-taking at the end of the year with the respective teachers-in-charge
· Assist the Principal and school teachers in complying with the government standards and regulations
· Assist in sourcing and arranging excursion/learning journey for children according to the respective themes as advised
Admission & School Fees
Responsible for the Accounts Receivable function associated with the operations of Schoolhouse, including but not limited to:
· Admission, Transfer, Trial & Withdrawal Policies
· Handle enquiries and registration for new students
· Maintenance of Student Management System (Little Lives)
· Monitoring of Children’s Attendance
· Monitoring of Enrolment, Waiting List & Vacancy
· School Fees Management
· Preparing, recording and tracking of term school fees for all students
· Collection of all term fees and enrichment fees
· Collection of any other fees – for concert, excursion and etc
· All fees collection recorded and submit a report to Principal on designated dates
· CDA/GIRO DDA Applications
· Children Insurance Coverage
· Sale of uniform and collection of payment
· Financial Assistance
· Student Deposits
· Banking in Collection
· Commission and Facilitation Charge Billings
· Update student listing every term
· Record withdrawal of students and update teachers and the class register
· Information to parents by notices or email
Financial / Bookkeeping Duties
Responsible for Accounts Payable function associated with the operations of the Schoolhouse, including but not limited to:
· Ensuring vendor invoices and other payables are looked into and action taken for approval
· Work closely with the designated personnel from CNL Finance team for matters with regards to payment to suppliers & maintain its filing for both management accounting and financial audit purposes.
· Maintain a petty cash float for reimbursements including medical, groceries and any ad-hoc items.
Communication with Parents
Work closely with the Management Support Team & assist the Principal for the function associated with the operations of the Schoolhouse, including but not limited to:
· Parent’s Handbook and Student’s Handbook
· Coordination of Parent-Teacher Conference, Orientation / School Tour programme for new parents
· Management of parents’ feedback and complaints
· Coordination of Parents’ Webform, Newsletter & Other Communication Channels
· Information to parents by notices or email
Other Responsibilities
· Maintaining attendance lists for all classes and enrichment programmes
· Maintaining attendance lists for all staff and keep leave record and medical matters of all school staff
Other duties as assigned.