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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.