Pre-School Administrator

About the Role

We are looking for a reliable, organised Administrative Executive to keep our pre-school office running smoothly. You will handle student enrolment and records, fee collection and finance administration, front-of-house duties, and day-to-day operations. You will work closely with our teachers, parents, vendors and ECDA.

Key Responsibilities

Student Administration (Taidii / ECDA)

• Process new student enrolments and withdrawals, including issuing and collecting enrolment and withdrawal forms
• Enrol and withdraw children in Taidii and keep student records up to date
• Create and remove staff profiles and login accounts
• Download monthly student attendance reports
• Update ECDA subsidy records monthly, including uploading GSIIA and GSIIB

Finance & Fee Administration

• Issue monthly student invoices on the 8th of each month, or the next working day
• Create bulk GIRO school fee collection on the 11th of each month
• Download bank transaction records and update payments in Taidii and the tracking sheet (payment date, mode, amount and deposit)
• Issue receipts and update AXS and PayNow payments
• Process GIRO applications with the banks and update GIRO transactions monthly
• Process deposit and transaction refunds monthly
• Print AXS and bank or PayNow reports
• Process supplier payments on the 6th of each month

Office Operations & Front of House

• Answer phone calls and walk-in enquiries
• Conduct daily health checks at the front of house
• Respond to emails and Taidii messages from parents, vendors and ECDA
• Coordinate with IT and vendors on laptop, printer and Wi-Fi issues
• Arrange maintenance for issues such as water leaks, electrical items and lighting
• Support learning journeys by invoicing participating children, booking buses and costing trips
• Help kitchen and cleaning staff apply for leave and submit claims in QuickHR

Purchasing & Inventory

• Order cleaning supplies, fresh milk, meat, kitchen ingredients and stationery or art materials
• Coordinate weekly kitchen ingredient deliveries
• Order writing books, uniforms, PE attire and Taekwondo uniforms
• Conduct regular stock-taking
• Perform other ad hoc duties as assigned

Requirements

• Minimum GCE ‘O’ or ‘A’ Level; a Diploma in Business Administration, Accounting or a related field is an advantage
• At least 1–2 years of administrative or accounts experience, preferably in a pre-school, childcare or education setting
• Familiarity with Taidii, ECDA subsidy processes or QuickHR is a strong advantage
• Comfortable handling invoicing, payment reconciliation, GIRO, AXS and PayNow
• Proficient in Microsoft Office and Google Sheets
• Meticulous with numbers and records, and able to meet monthly deadlines
• Friendly and professional when dealing with parents, staff and vendors
• Able to multitask and stay calm in a busy school environment
• Proactive team player who takes ownership of tasks

Working Hours : Monday - Friday (9am to 6.30pm)