Administrative Officer/Executive

1. Overall Objective

To support the daily operations, administration, and coordination of centres under Pertapis Community Services (PCS), ensuring smooth, efficient, and well-organised processes across all assigned centres.

2. Reporting Authority

Reports to the Manager on all administrative and operational matters.

3. Key Responsibilities

A. Operations & Administration

• Support day-to-day operations and maintain the Student Management System (student records, course data, attendance, and fees).
• Prepare class schedules, timetables, and administrative documentation.
• Handle procurement, filing, and general administrative duties.
• Monitor centre upkeep, ensuring facilities are clean, functional, and well-maintained.
• Coordinate with outsourced service providers (e.g. CoseClinic, Konica Minolta, Andalus) on operational matters.
• Ensure consistency in administrative processes and service standards across centres.
• Identify areas for improvement and recommend solutions to enhance operational efficiency.

B. Programme & Academic Support

• Assist in the implementation of programmes and curriculum activities.
• Coordinate examinations and support the preparation of report books and certifications.
• Provide administrative support to teachers and trainers, including preparation of teaching materials and resources.

C. Finance & Coordination

• Assist in fee collection, payment tracking, and liaison with the Accounts Department.
• Support the preparation and submission of monthly collection reports and payments.
• Assist in accounting and payroll matters in collaboration with PCS Directors.
• Monitor expenses and support basic budgeting processes.
• Assist in the preparation of financial reports/statements.

D. Stakeholder Management

• Provide administrative support and attend to enquiries from parents, students, and external parties.
• Liaise with internal departments and external vendors on operational and administrative matters.
• Build and maintain positive relationships with stakeholders and the community.

E. Recruitment & Staff Support

• Assist in coordinating recruitment and onboarding of teachers and staff.
• Provide administrative support to staff and trainers as required.

F. Corporate & Ad-hoc Duties

• Support organisational events, programmes, and community initiatives.
• Perform other duties as assigned by the Manager and Management.

4. Board Matters

• Coordinate and arrange meetings for Directors and Management, including Annual General Meetings (AGM) and Extraordinary General Meetings (EGM).
• Attend meetings, record accurate minutes, and circulate approved minutes in a timely manner.
• Support the administration of Board meetings, audits, and AGMs, including scheduling, preparation of agendas, and consolidation of papers and presentation materials.

5. Requirements

Qualifications & Competencies

• GCE ‘O’ Levels/N Level/ITE or Diploma in Administration, Business Management, or a related field.
• Minimum 2 years’ experience in office administration or operational support.
• Proficient in Microsoft Office applications, data management systems, and basic accounting.
• Strong organisational, communication, and interpersonal skills.
• Detail-oriented, proactive, and able to manage multiple priorities.

6. Work Location

Selected applicant will be allocated to:

256 Bangkit Road, #02-71 Singapore 670256

**Disclaimer: Only shortlisted candidates will be notified.