Admin & Operations Executive
Job Summary
Responsible for the daily administrative and operational support ofthe institution, including Student’s Pass applications, student contracts, FeeProtection Scheme (FPS) administration, student P-file maintenance and EduTrustdocumentation. Works closely with the academic, Sales and management teams to keep operations running smoothly andcompliant.
- Student’s Pass Application and SOLARSystem
- Prepareand submit Student’s Pass applications, renewals, amendments and cancellationsthrough ICA’s SOLAR system.
- Collectand check supporting documents from students and agents, and follow up onapplication status.
- TrackStudent’s Pass expiry dates and remind students in advance.
- Reportstudent status changes (withdrawal, deferment, completion, non-attendance) tothe relevant authorities on time.
- Supportattendance monitoring and flag students at risk of non-compliance to thesupervisor.
- Student Contracts
- Prepareand issue student contracts using approved templates.
- Explainkey contract terms (fees, refund policy, course details) to students andagents.
- Makesure contracts are properly signed, dated and filed before the course starts.
- Fee Protection Scheme (FPS)
- HandleFPS enrolment and related documentation for international students.
- Coordinatewith the finance team and the FPS provider on payments, refunds and records.
- KeepFPS records complete and ready for audits.
- EduTrust Documentation and P-fileManagement
- Create,update and maintain student P-files, including application forms,identification and academic documents, signed contracts, fee records, Student’sPass documents and attendance records.
- Carryout regular P-file checks to make sure files are complete and consistent withthe student management system.
- Supportpreparation of records and evidence for CPE/SSG audits and EduTrustassessments.
- Followup on corrective actions arising from audit findings.
- Student Registration and Records
- Processstudent enrolment, registration, course changes, deferments, withdrawals andgraduation.
- Updatethe student management system accurately and handle personal data in line withPDPA.
- Prepareofficial letters, certificates and transcripts as required.
- Operations Support
- Coordinatewith the academic team on class schedules, classroom arrangements andattendance records.
- Handlestudent and parent enquiries on administration, visas, fees and policies.
- Supportstudent events, orientation and other operational activities.
- Manageoffice supplies, vendors and general office administration.
- Prepareregular reports on enrolment, visa status and attendance for management.
- Performother duties assigned by management.