Job Responsibilities
- Work closely with the EIC Centre Manager and Centre Admin to support the smooth running of operations and meet the programme’s targets, outcomes and quality of work.
- Support the administration and operational process in the areas of front-line operations, asset management, transport coordination, billing and financials, facility management, security operations, logistics support and crisis management.
- Deliver quality service, operational procedures & crisis management protocols that are aligned with other Centres to achieve impact across service delivery of the EIC programme.
Primary Duties or Responsibilities
Administrative and Operations:
- Be the first point of contact for parents and visitors to the Early Intervention Centre. Attend to all enquiries through calls and walk-ins and render assistance and support promptly. Channel enquiries to relevant personnel/departments. Maintain politeness, respect and professionalism at all times.
- Assist with reception duties and counter operations, temperature monitoring and key management (distribution/collection).
- Assist with the daily attendance taking in EIC and alert HQ IT of any discrepancies/errors with attendance taking in a prompt manner.
- Ensure that all incoming and out-going mails are recorded and despatched appropriately daily. Monitor postage stamps stock and replenish when stock runs low.
- Issue and maintain caregiver cards and student cards for all caregivers/clients and ensure that caregivers adhere to the policy at all times.
- Work closely with transport vendor on transport coordination for students/events and also collation of transport statistics and subsidy applications.
- Provide the required administrative support (i.e. filing, photocopying, data entry).
- Provide logistics support for meetings and events.
- Maintain customer confidence and protect operations by keeping information confidential.
Billing and financials
- Manage daily collection of monthly school fees, transport and miscellaneous payments of EIC operations through cash, cheque, NETS or contactless payment. Ensure accuracy and adherence to collection guidelines.
- Manage the sales and replenishment of uniforms, progress reports, communication books and other miscellaneous items. Ensure all stocks are accounted for and recorded upon sales. To perform quarterly stock checks.
- Ensure all supporting documents for procurement and payment are attached following finance/audit requirements.
- Work with suppliers/vendors and staff on proper receipt of goods/services and prompt despatch of goods/services.
Facility/security/asset management
- Assist with maintenance of security of centre premises, including - opening the centre/ locking up at the end of the day. Ensure all gates and windows are properly locked at the end of each day and security alarm is activated/deactivated accordingly.
- Follow-up and work with Centre Manager and HQ Facilities on facility matters such as raising tickets, coordinating and attending to contractors. Ensure that work has been completed and the ticket is closed.
- Assist with monitoring the upkeep and hygiene of the centre through regular facility checks, and replenishment of first aid stock (e.g. replenishment of hand sanitisers).
- Maintain asset/inventory/disposal records and asset tagging when required. To assist with internal audit checks when required.
- Support coordination of centre emergency response briefings and fire drill exercises.
Procurement and Records/ Asset Management
- Support the Centre Manager with procurement and meet the submission deadlines.
- Ensure that all stocks for uniforms, books, stationary and art/craft supplies in the centre are accounted for, timely distributed, and maintain adequate stock items for centre usage.
- Work with the Centre Manager and Head of Departments to keep records and manage assets, inventory and disposal records.
- Manage filing and record keeping through proper maintenance of filing and archiving of documents in hard and soft copy.
Other Responsibilities
- Cover the duties of Admin Executive when required.
- Assist in ad-hoc projects/committees as and when required.
- Perform any other duties as directed by the Centre Manager.
Requirements
- Minimum Higher Nitec in Business Administration
- A minimum of 2 years admin experience in preschool or early intervention centres settings will be advantageous
- Proficient in MS Office applications
- Bilingual with a strong command of English
- Meticulous and organized
- Ability to multi-task
- Ability to work in a team and individually
