Job Summary:
1. Provide administrative support for the smooth operations of the Centre. Prepare and submit reports to funding bodies, referral source, and other stakeholders.
2. Work closely with Corporate Finance on producing monthly invoices, collection of fees, managing bad debts, issuing of purchase orders, processing of invoices, asset management, and other financial matters
3. To work with Corporate Finance to facilitate audits by internal and external auditors
4. Supervise a team of Support Staff to maintain Centre to the standard required by the Environmental Sanitation Regime
5. Work with Support Staff to ensure that the Centre is always operational ready and to carry out preventive maintenance to minimise downtime and costly replacements
6. Work closely with Corporate Facilities to implement and review all safety requirements
7. To source for and work with vendors to rectify maintenance issues
8. To work with Corporate IT to implement and review all necessary tasks as required by Corporate IT
Roles and Responsibilities:
1. Provide overall administrative support for the smooth operations of the centre, including filing, coordination of incoming and outgoing mail, maintaining inventory of stationery and consumables.
2. Ensure safekeeping of all access cards and keys and proper maintenance of the CCTV and e-lock system, including programming of access cards, maintaining proper record of issuance and return of all access cards and keys.
3. Assist with the purchasing function (raise purchase requisitions, obtain quotes, issue purchase orders, process invoices for approvals/payment).
4. Facilitate referral process and collate and process referrals for weekly intake interviews.
5. Prepare and submit reports to funding bodies and stakeholders (monthly/quarterly statistical reports, Medifund, etc)
6. Assist in the billing of services to clients (billing, collection, follow up on overdue payments)
7. Assist Centre Director in overseeing the daily maintenance, cleanliness and safety of the centre.
8. Assist with volunteer administration, including issuing volunteer appointment letters and maintaining record of volunteers.
9. Assist with collection and processing of donations received.
10. Responsible for the maintenance of registry of assets, including conducting annual audit on such assets.
11. Liaise with Head-office Finance, HR, IT, Facilities on matters related to the respective functional departments.
12. Assist in other duties and functions as assigned by supervisor
Candidate Requirements
- General Degree
- At least 3 years of relevant experience
- Competent in administration, organized and meticulous
- Ability to understand
- A team player and able to work independently
- Knowledge of Means Test, Medifund, CST and other government funding and financial schemes an advantage
