Administrative Officer/Executive

About the role

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.

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