Our client is the first professionally organized independent educational consultancy in Singapore. Their Consultants provide independent advice and counselling to students who seek to gain admission to their targeted universities/colleges in the US, Canada, and the UK. They are certified bythe University of California (UCLA and UC Irvine) as Independent Educational Consultants. All of them are also members of the US-based Independent Educational Consultants Association (IECA) which sets standards for the educational consulting industry in best practices including ethical guidelines.
The Administrative Assistant(AA] plays a key role in providing administrative support to the team of our Consultants. This position is vital for ensuring the smooth functioning of the business by assisting with the day-to-day administrative tasks, handling communication with prospects and clients, managing documentation, and liaising with third-party vendors providing corporate services to the company.
Report to: The Managing Partner or a Senior Manager in charge of Administration/Operations,
Responsibilities
Business Development Support:
· Serve as the first point of contact for Prospective Clients (Prospects) via website, email, or phone call.
· Respond promptly to inquiries regarding the Company’s education counselling services.
· Conduct an initial sales pitch (call) to Prospects regarding the Company’s philosophy and approach to college admissions counselling (success in progressing the initial sales pitch to a consultation with a Consultation is a KPI).
· Assist in scheduling and coordinating consultations, interviews, and meetings for Prospects with Consultants.
· Follow up with Prospects after first consultations with Consultants to see if Prospects want to move on to contract.
· Track information on referral sources for new business (who referred the Prospect – a previous or current Client or Website search)
Client Interaction & Support
· Prepare contracts and invoices for First Invoices to sent to Prospects who want to sign up with the Company.
· Follow-up with Prospect for signed contracts and First Payment.
· Prepare subsequent (scheduled) invoices to Clients who have made First Payments,
· Follow up with reminders for payment of invoices sent to Clients.
Documentation & Data Management:
· Manage and organize databases of Client information and internal files of contracts and invoices/payments.
· Update and maintain databases, ensuring all information is current and accurate.
· Track and prepare periodic report on Consultant capacity for new businessin each ‘class/cohort (by year)’ of students applying to universities.
· Track and report to Consultants (if not provided by them) referral sources of new business.
Administrative Support:
· Monitor shared calendar and assist in scheduling appointments especially for the first consultation with Prospective Clients.
· Work closely with external Corporate Services vendor for:
o Bookkeeping and accounting,
o Tracking of fee revenues and expenses (quarterly updates).
o Preparation of quarterly financial statements
· Liaise with external IT services provider to ensure that website is maintained properly, and that the Company’s domain name is properly registered and renewed annually..
Requirements
· Experience in working in an administration role supporting executives or managers in sales.
· Working experience in customer service or handling client inquiries is highly desirable.
· Knowledge and experience in supporting an executive in financial reporting.
· Experience working in a team-focused environment.
· University or college degree not necessary but must have proven training and experience of at least 10 years in a corporate environment.
Skills & Attributes Required
· Strong organizational and time-management skills with the ability to manage multiple tasks simultaneously.
· Excellent written and verbal communication skills, with the ability to interact with colleagues and clients at all levels.
· Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software.
· Detail-oriented with strong accuracy in data entry and documentation.
· Professional and approachable demeanour.
· Ability to work independently and as part of a team with professional maturity.
Work Arrangement
Working Hours: Mondays to Fridays from 9am to 6pm with 1 hr lunch break
Work location: Work from home and/or co-working space location
Kindly submit your resume directly to [email protected]
Foong Siew Hoon (CEI Registration No: R1108953)
Giant Recruitment Pte Ltd (EA Licence 22C0921)
