Job Summary
The Home Ownership Department supports families with children living in HDB rental flats who aspire to own their own homes. Through our flagship KeyStart Programme, we aim to transform the lives of these families by providing financial support and guiding them on their journey toward home ownership. Similarly, the Livelihood Department assists families seeking career advancement and increased employment income. We collaborate with community members to define their ideal job opportunities and support them in acquiring the mindsets, competencies, and skills needed to find, sustain, and excel in these roles, thereby enhancing their livelihoods.
We are seeking a highly organized and proactive Admin and Operations Associate to support the Home Ownership and Livelihood Department in overseeing, executing, and coordinating various administrative and operational tasks.
This role is crucial for managing robust documentation, ensuring effective communication between our team and relevant stakeholders, and maintaining smooth operational processes. As the first point of contact between new families and the team, the ideal candidate should excel in customer relationship skills, demonstrating a commitment to exceptional service and fostering positive interactions. Candidates should be passionate about our mission, detail-oriented, capable of handling multiple tasks simultaneously, and possess strong communication and organizational skills to contribute meaningfully to the lives of the community members we serve.
Key Responsibilities
1. Administrative Support
- Assist the Programme Manager or Lead with daily administrative tasks and programme-related activities.
- Provide secretarial support, including organizing and coordinating meetings, preparing agendas, drafting correspondences, recording meeting minutes, and creating presentations.
- Maintain and organize documentation and data, ensuring all records are accurate and complete for audit and compliance.
2. Operational and Logistical Support
- Coordinate programme activities and schedules to ensure smooth operations and timely completion.
- Provide administrative and logistical support for programme activities such as trainings conducted by the department.
3. Financial and Procurement Support
- Support the team with procurement and logistics for programme activities, including managing purchase requisitions and tracking expenses.
- Assist in monitoring budgets and ensuring proper accuracy in billing management, including claims, invoicing, and verifying staff claims.
4. Member (Client) Management
- Serve as the first point of contact for KeyStart members by attending to inquiries made via phone call, WhatsApp message, or email.
- Ensure that members meet the basic eligibility criteria before working with members to ensure submission of relevant data and documents to facilitate informed and accurate evaluations by the team.
- Schedule appointments between members and the team’s relevant staff, ensuring timely and efficient coordination.
- Track and monitor the progress of each inquiry to ensure members are attended to by the team and that all follow-up actions are completed effectively.
Job Requirements
Experience and Experience: Any relevant experience in administration, operations, or social services will be advantageous. Candidates with no relevant experience but who possess the capacity to learn and meet other requirements will also be considered.
Skills:
- Strong organizational abilities with meticulous attention to detail. Capability to manage multiple tasks and prioritize effectively.
- Excellent written and verbal communication skills, with the ability to handle inquiries and interact professionally with clients and team members.
- Strong interpersonal skills with a can-do attitude, demonstrating ownership of assigned tasks and a problem-solving mindset in a fast-paced environment.
- Ability to work both independently and collaboratively, with flexibility to adapt to changing needs and deadlines.
- High level of accuracy in handling data and documentation, with a sharp eye for details.
Technical Proficiency:
- Basic Requirements: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Additional Advantage: Familiarity with Microsoft Access, SharePoint, and Power Automate is a plus. Training will be provided to enable proficiency in these tools.
