Executive, Admin and Operations (EIC Kim Keat)
Your tasks
Administrative and Operations
- Support and assist EIC Manager and Reporting Officer in daily operations of the Centre such as temperature taking, opening/closing, attendance taking, and other duties as required by centre
- Attend to enquiries through calls, walk-in visitors and render assistance with appropriate support promptly. Attend and channel enquiries to relevant personnel/departments where required, and maintain politeness, respect and professionalism at all times.
- Support EIC Manager and Reporting Officer in the upkeep and cleanliness of the Admin Office, centre storage areas and facilities
- Ensure appropriate filing and record keeping through proper maintenance of records and annual archiving of documents in hardcopy or softcopy format.
- Provide secretarial support (i.e. drafting correspondence, minutes, memos, presentations) for EIC.
- Monitor and ensure timely updates of client related information to internal and external client data management system/s as required by the programme.
- Assist EIC Manager and Reporting Officer in managing the centre client muster through scheduled centre visits, initial screenings, wait list and enrolment tracking, as well as coordinating the administration, logistics and client records management.
Billing and Financials
- Ensure that fee invoices are processed and distributed in a timely manner to clients
- Manage and coordinate with AWWA Finance on billing and fees collection via NETS/contactless payments as directed
- Support and coordinate with AWWA Finance on arrears management and assist with managing arrears timely.
- Verify staff claims system in line with centre budget to ensure proper accuracy and accounting
- Coordinate with AWW HQ and Finance on management of donations, if any
Procurement and Asset Management
- Assist the EIC Manager and Reporting Officer in monitoring and ensuring quarterly procurements of centre resources and ensure centre stocks (art and craft, stationery, etc) are replenished timely.
- Ensure all stocks in the centre are accounted for, timely distributed and well maintained for centre usage
- Assist EIC Manager and Reporting Officer with the purchase requisition process and management of purchase orders through timely submission of purchase requirements in procurement portal.
- Ensure timely processing of vendor payments through timely submission of verified invoices for goods/services received by centre.
- Assist EIC Manager and Reporting Officer with monitoring the centre budget through regular tracking of purchase orders, facility related expenses and claims.
- Work with EIC Manager; Reporting Officer and Head of Departments to keep records and manage fixed assets, centre inventory and disposal records.
- Support the EIC Manager and Reporting Officer during internal/external audits when required
Events Management/Logistics/Transport Coordination
- Coordinate transport request for centre, events and liaise with transport vendors on transport billing and schedules to ensure efficient transport management, where applicable.
- Support centre events, staff trainings and celebrations in the area of logistics and administrative support.
- Assist EIC Manager and Reporting Officer to ensure safe and hygiene premises of the centre
- Assist EIC Manager and Reporting Officer for timely and accurate collation and submission of service tracking and other data to achieve service outcomes, as required for internal/external audits and Funding Ministry requirements
- Provide support in the coordination, administration and logistic aspects for parent training/engagement sessions.
- Support coordination of centre emergency response briefing and fire drill exercises.