Admin Executive at AWWA Ltd Hide Job Information

Job FunctionCorporate Services - Admin
Reference Number001/272
Advertisedone month ago
Experience Required2 to 5 years
Minimum QualificationDiploma
Job description

Primary Objectives of Position

To support the individual programme’s administrative and operational needs for Early Intervention Centre (EIC).

Job Responsibilities

  • Work closely with the EIC Centre Manager to ensure the smooth running of operations and meet the programme’s targets, outcomes and quality of work.
  • Manage the administration and operational process in the areas of Billing and Financials, Procurement and Asset management, Events/Logistics/Transport coordination, as well as Facility/Security/front-line operations support.
  • Maintain customer confidence and protect operations by keeping information confidential.

A. Administrative and Operations:

  • Support and assist the EIC Centre Manager in the daily operations of the Centre.
  • Attend to enquiries through calls/ walk-in and render assistance and support promptly. Channel enquiries to relevant personnel/departments where required, and maintain politeness, respect and professionalism at all times.
  • Support Centre Manager in the upkeep and maintain cleanliness of the Admin Office and EIC Centre storage areas.
  • Manage filing and record keeping through proper maintenance of filing and archiving of documents in hardcopy and e-filing.
  • Provide secretarial support (i.e. filing, drafting correspondences, minutes, memos, presentations) for EIC.

B. Billing and Financials

  • Manage and coordinate with AWWA Finance on cash/cheque/Nets collections and banking in process. *Support Centre billing management in the area of daily collection, verification and closing.
  • Verify staff claims for HRMS system in line with centre budget to ensure proper accuracy and accounting
  • Support and coordinate with AWWA Finance on arrears management and assist with managing arrears timely.
  • Ensure that fee invoices are processed and distributed timely to clients.
  • Coordinate with AWWA Corporate Partnership and AWWA Finance on receiving and recording of donations management and banking in process.

C. Procurement and Asset Management

  • Assist the Centre Manager with monitoring and ensuring that the quarterly procurement checklist is maintained/updated and take steps to ensure stocks are replenished timely.
  • Ensure that all stocks for uniforms, books, stationary and art/craft supplies in the centre are accounted for, are timely distributed, and maintain adequate stock items for centre usage.
  • Assist Centre Manager with the purchase requisition process and management of purchase orders through timely submission of purchase requirements in procurement portal.
  • Ensure timely processing of vendor payments through timely submission of verified invoices for goods /services received by centre.
  • Assist Centre Manager with monitoring the centre budget through regular expense tracking from Purchase orders and HRMS claims.
  • Work with Centre Manager and Head of Departments to keep records and manage fixed assets, inventory and disposal records.
  • Support the Centre Manager and assist with the conduct of internal audit checks when required.

D. Events Management/ Logistics/Transport Coordination

  • Coordinate transport requests for centre / EIC events and liaise with transport vendors on transport billing and schedules to ensure that events run smoothly.
  • Support EIC and centre events in the area of logistics and administrative support.
  • Assist Centre Manager in managing the centre waitlist through coordination, administration, logistics and student record management of scheduled Centre visits and Initial screening sessions.
  • Provide support in the coordination, administration and logistic aspects for parent training sessions.

E. Other Responsibilities

  • Provide coverage of duties of Admin Assistant when required.
  • Assist in ad-hoc projects/committees as and when required.
  • Perform any other duties as directed by the Centre Manager.
Job Requirements

Job Requirements

  • Minimum Diploma in Business Administration or equivalent
  • Possess great communication and interpersonal skills
  • Meticulous with an eye for details
  • Ability to multi-task and great follow-up skills

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