The posting
•Work closely with the Centre Manager/ Senior Executive and Centre Admin to support smooth operations and meet the programme’s targets, outcomes,efficient service delivery to clients and overall quality of work in the centre.
•Support the administration and operational process in the areas of front-line operations, assets management, transport coordination, billing and financials, facility management, security operations and logistic support.
•Maintain customer confidence and operational security by keeping client and centre related information confidential at all times.
Primary Duties or Responsibilities
Administrative and Operations:
•Be the first point of contact for parents and visitors to Early Intervention Centre. Attend to all enquiries through phone calls, walk-in visitors and render assistance with appropriate support where required.
•Attend and channel all enquiries to relevant personnel/departments. Maintain politeness, respect and professionalism at all times when engaging internal and external stakeholders.
•Assist with reception duties, counter operations, temperature monitoring and centre keys management (distribution / collection).
•Assist with the daily attendance taking and alert Centre Manager/ Senior Executive/ IT department of any discrepancies/ errors with attendance taking in a prompt manner.
•Ensure all in-coming and out-going mails are recorded and despatched appropriately on daily basis.
•Conduct admin stocks/ stationery checks and replenish when stock runs low.
•Issue and maintain records of caregiver/ student cards and ensure adherence to the policy at all times.
•Work closely with transport vendor on transport coordination for students and centre events. Collate and record transport forms and subsidy applications for students.
•Provide the required administrative support (filing, photocopying, data entry on internal and external client data management systems, surveys, etc) as and when required.
•Provide logistics support for meetings and events as and when required.
Billing and financials
•Manage daily collection of monthly school fees, transport and miscellaneous payments pertaining to centre operations through NETS or contactless payment. Ensure accuracy and adherence to payment collection guidelines.
•Ensure all supporting documents for procurement and payment are attached in accordance to finance/audit requirements.
•Work with suppliers / vendors and staff on proper receipt of goods / services with 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/ Senior Executive and HQ Facilities on facility matters such as raising of tickets, coordinating and attending to contractors. Ensure that work has been completed and ticket is closed.
•Work with internal and external vendors (pest control, landscape, CCTV, etc) to ensure facilities are well maintiained with appropriate escalation and rectification where required. Maintain records of work, procurement, invoices, audits, etc with follow up where required.
•Assist with monitoring the upkeep, safety and hygiene of the centre through regular facility and environment checks, replenishment of first aid stock (e.g. replenishment of hand sanitisers), etc.
•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.
