Senior/Executive, Admin and Operations

Job Description Responsible for providing administrative support to the centre-based and home-based services and ensure accuracy and timeliness in all administrative processes.

Ensure effective day-to-day coordination to support quality service delivery to clients.

Collaborate with cross-functional teams to support operational efficiency and process improvement.

Oversee overall operations of transport team (if applicable) and ensure coverage plans are arranged promptly.

Provide guidance to Executives, Admin & Operations and/ or Social Service Assistants on daily centre-based and home-based administrative work and operational matters.

Coordinate referrals and admissions of clients with relevant team members.

Coordinate centre-based and home-based client discharge communication with existing clients, new service providers and the respective teams, including noting and escalating concerns where applicable.

Prepare the monthly discharge refund listing and liaise with clients on refund matters.

Maintain and update daily records and/or case files for clients for administrative purposes, including transferring active centre-based and home-based client data files to discharge files where applicable.

Provide administrative support such as filing of documents, preparing communication letters to clients and/ or caregivers, meeting minutes, memos, reports etc.

Assist with procurement activities and maintain appropriate records.

Verify monthly attendance records and prepare billing information for Finance

Perform data entry and submit required trackers or reports to funding agencies and partner organisations, including the monthly status tracker to AIC.

Respond to general enquiries from clients, caregivers and other stakeholders.

Maintain inventory and fixed asset records.

Support centre-based and home-based administrative processes, including issuing receipts for client payments via email e-advice, following up on monthly ageing matters from Finance, and responding to payment-related queries where required.

Submit the monthly staff allowance or claims to Payroll by the 7th of each month for the previous month’s work, with effect from October 2026.

Support the implementation and monitoring of centre-based and home-based operational processes and administrative workflows.

Provide administrative support for staff training and development initiatives, including On-the-Job Training (OJT), where required.

Assist with data collection, administrative tracking and records of key projects in the centre-based and home-based services.

Provide ad-hoc operational support where required to ensure smooth centre-based and home-based service delivery.

Participate in quality improvement initiatives and support yearly internal and external audits, including preparation of relevant administrative records and supporting documents.

Job Requirements Possess a Diploma or Degree in Business or other relevant disciplines

2-5 years of administrative or operations experience preferred.

Experience in healthcare, community care, eldercare, rehabilitation, disability, or social service sectors is advantageous.

Familiarity with government-funded services and community care programmes is preferred.

Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).

Experience with data reporting and dashboard preparation.

Ability to analyse operational statistics and trends.

Familiarity with CRM, care management systems, or electronic medical record systems is advantageous.

Strong organisational and multitasking skills.

Good interpersonal and communication abilities.

Able to work independently while supporting multidisciplinary teams.

Attention to detail with strong documentation skills.

Problem-solving and process improvement mindset.

Comfortable managing multiple stakeholders and timelines.