ADMINISTRATIVE EXECUTIVE (Preschool)

JOB DESCRIPTION

The administrative officer takes instructions and reports to the CPES headquarter on matters that are imperative to the proper functioning of the organisation. In the daily operations of Little Shepherds’ Schoolhouse, she / he reports to the Centre Principal.

GENERAL RESPONSIBLITIES:

The Admin Officer is responsible for the day-to-day task management within the centre. The role requires multi-tasking across a range of responsibilities including scheduling, handling accounting activities, receiving and forwarding communications, and taking care of more general clerical duties. Administrative officers may also be responsible for event planning and organization. She has to independently administer several assigned responsibilities, ensuring excellent service to the centre and the families. The requirements listed below are representative of the knowledge, skill, and /or ability required.

A strong team spirit between the Admin Officer and the teaching team is the essence to the success of the school. In a professional early childhood environment, she / he is expected to contribute to a working environment that is gracious, respectful, open and honest. She communicates with other teachers; working together to ensure information is effectively disseminated. As a staff in a Catholic environment, maintains a habit of praying for the children and fellow colleagues.

ESSENTIAL FUNCTIONS:

The essential responsibilities shall include, but not be limited to the following:

Administration

• Support the centre principal to oversee, coordinate and perform day to day school

administrative functions

• Assist and support teachers in the daily supervision of the children’ safety

• Receive and process communication channels including email, phone, and physical

mail

• Attend to enquiries, registration and enrolment

• Organise and schedule meetings and appointments

• Maintain proper filing of important documents and information

• Assist centre principal and teachers to produce and distribute letters, bulletins and

forms

• Ensure functionality of necessary office equipment

• Liaise with vendors to repair or replace damaged office equipment.

• Attend meetings and record notes and messages for centre principal

• Support projects including preparation of documents, and follow-up on timelines and

deliverables.

• Attend to logistic arrangement when needed

• Act as liaison with external service providers

• Participate on cross-functional teams.

Procurement

• Liaise with principal on the requisition new equipment and supplies when needed

• Manage office supplies and order new supplies as needed

• Attend to deliveries and verify delivery orders when needed

Finance and Accounts

• Liaise with HQ accounts to process payments and keep proper record of payables

• Ensure proper book-keeping of all monetary collections and receipts

• Prepare, maintain and keep updated of students’ record

• Prepare and ensure all reports required are submitted timely

• Prepare and submit invoicing

• Assist with subsidy audit when needed

COMPETENCIES:

• Communication and Presentation

• Strong Organizational Habits

• Software Proficiency

• Customer Focus and Relationship Building

• Information and Technology Proficiency

• Problem Solving and Decision Making

Declaration: The foregoing description of duties and responsibilities is not a complete description of the responsibilities and duties that are assigned to an Admin Officer and should not be interpreted as such.

Note:
- Only shortlisted candidates will be notified
- Location: Jurong West