Operations and Admin Assistant/Executive

About the role

At Canossaville Preschool, we believe in forming the hearts and minds of children so that they will be empowered learners and compassionate leaders. To achieve this, we believe in having close partnerships with our families and stakeholders of the child so that he/she will receive holistic care and education. Being part of the preschool team, you will report to the Vice Principal and be responsible for coordinating the day-to-day administrative and operational functions of the Preschool. As the first point of contact for parents, children and visitors, you will play a key role in ensuring smooth centre operations, regulatory compliance, excellent customer service and a safe, well-maintained learning environment. You will work closely with the Principal, Vice Principal, teachers, central departments, and external vendors to ensure the efficient delivery of preschool operations. The role also requires support for school and Canossian Village events, including those conducted after office hours or on weekends when required. Critical Work Tasks Cleanliness and Maintenance: Premises and Facilities Work with in-house and outsource cleaners to ensure cleanliness of the school premises Create and manage cleaning checklists to work closely with cleaning staff Ensure that the Environment Protection Requirements are met as laid out by the regulatory authorities (ECCC) Monitor staff weekly cleaning checklists and keep softcopy Assist in inspection preparation (NEA/ECDA) Coordinate with Estate Management to report, schedule and follow up on maintenance works to ensure timely completion Coordinate with vendor on bi-monthly School Disinfection Conduct regular premise checks to ensure safety for students and staff Food-Related Coordinate menu planning and implementation with the kitchen team to ensure healthy and nutritious meals for children and staff Oversee and work with kitchen staff to ensure adherence to daily menu Coordinate mealtimes during special occasions, half day closures, schedule changes, etc. Order groceries on a weekly basis, monthly and adhoc basis coordinating with central Admin Office Work with OSO and VP to prepare for food and hygiene audit checks Order food and supplies for staff connect and events, etc. Fire Safety and First Aid Work closely with Preschool Principal and Estate Management to coordinate half-yearly Fire Drills in accordance with ECDA requirements Conduct regular checks to ensure fire safety standards for students and staff Conduct regular checks on First Aid Boxes to ensure validity of supplies Ensure supplies in First Aid Boxes are sufficient and to replenish where required Track validity of CPS Staff's Child First Aid Certification and work with HR to ensure timely renewal of Certification before expiry date Stakeholder Liaison Act as first point of contact for parents and visitors Provide accurate information on preschool programmes, fees, and enrolment procedures Manage and respond to all centre enquiries (calls, emails, walk-ins, inbox) Handle parent communication and ensure timely follow-up Update any concerns or requests brought up by parents to VP/P and escalate any urgent matters if needed Share notices and updates veted by VP/P to parents Enrolment Maintain waitlist and update enrolment records Coordinate school tours and parent follow-ups Ensure completion of enrolment documentation Process enrolment and withdrawal administration with VP approval Flag and escalate special cases to VP/Principal Administration Manage data entry in ECDA CMS and LittleLives Maintain student records, contact lists and files File and organise documents (children's records, attendance, etc.) Maintain centre documentation, SOPs, filing system and audit readiness Assist with attendance and event responses Maintain inventories, databases and centre records, including student files, allergy records, contact lists and other operational documents Ensure proper document control and PDPA compliance Responsible for proper storage of stationery, uniform, craft materials Perform general administrative and clerical duties Support the smooth execution of daily centre operations Prepare staff attendance summaries where required Vendor Management Coordinate and manage service providers and vendors (e.g. transport, photography, field trips, HPB and maintenance contractors) Schedule and coordinate maintenance works with estate team and contractors Ensure servicing schedules are followed and documentation is completed Monitor cleanliness, pest control and disinfection schedules Procurement Procure supplies including educational materials, stationery, uniforms, household items, kitchen supplies and capital expenditure items in accordance with the approved budget Prepare Expenditure Requisition Forms and obtain price quotations from suppliers Ensure purchases are made in accordance with the approved budget and procurement policies Supporting Cen

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at CANOSSAVILLE CHILDREN AND COMMUNITY SERVICES? Share your experience