Administrative Executive

Are you highly organised, detail-oriented, and someone who takes pride in making sure things run smoothly behind the scenes?

TLS Tutorials is looking for a reliable and proactive Administrative Executive to join our growing team. We’re not just another tuition centre — we are a mentorship-driven, student-first organisation committed to delivering quality education and creating an environment where both students and educators can perform at their best.

In this role, you will be an important part of the operational backbone of TLS Tutorials, supporting our students, parents, educators and management team across administration, finance, HR and centre operations.

This role is suited for someone who enjoys creating order, improving processes, following through on details and taking ownership of the everyday systems that keep an organisation running effectively.

What Can You Expect

1. Take Ownership of Core Administrative Operations

• Play a key role in ensuring the day-to-day administrative operations of the centre run smoothly and reliably.

• Manage student records, enrolment updates, documentation, filing and routine administrative processes.

• Maintain accurate and organised physical and digital records across student, finance and HR administration.

• Develop strong administrative systems that reduce errors, improve follow-through and help the wider team work more effectively.

2. Support Finance Administration & Billing

• Prepare and issue student invoices based on approved fee schedules and enrolment records.

• Track payments, outstanding balances and approved billing adjustments.

• Support the administration of supplier invoices, staff claims, reimbursements and payment records.

• Maintain accurate financial documentation and assist with routine reconciliation and reporting.

• Work with management and accounting support to ensure records are accurate, complete and submitted on time.

3. Support HR & People Administration

• Support recruitment administration, including job postings, candidate coordination and interview scheduling.

• Coordinate onboarding documentation and arrangements for new team members.

• Maintain employee, leave, attendance and other HR records.

• Handle employee and candidate information with appropriate confidentiality and professionalism.

4. Keep the Centre Operationally Ready

• Ensure classrooms, common areas and administrative spaces are organised and ready for daily lessons.

• Support the printing, preparation and organisation of worksheets, assessments and student materials.

• Monitor stationery, teaching materials, office supplies and other consumables.

• Coordinate routine maintenance, deliveries and operational requirements with vendors and service providers.

• Identify and resolve routine operational issues before they affect lessons or the wider team.

5. Work Across Students, Parents & Educators

• Act as a reliable administrative point of support for students, parents, educators and management.

• Respond professionally to routine administrative enquiries.

• Coordinate information and follow-ups across different stakeholders.

• Support educators with the administrative and logistical requirements needed for lessons and programmes.

• Develop a strong understanding of how the different functions within TLS work together.

6. Improve Systems, Not Just Complete Tasks

• Work in a team that continuously looks for better and more efficient ways of operating.

• Identify recurring administrative issues and contribute to improving workflows, checklists and SOPs.

• Use digital tools, spreadsheets and internal systems to improve accuracy and reduce unnecessary manual work.

• Help create administrative processes that can scale as the organisation grows.

• Progress from simply completing tasks towards taking greater ownership of administrative outcomes.

7. Professional Growth Opportunities

• Build practical experience across administration, finance operations, HR administration and centre operations.

• Develop stronger capabilities in process management, stakeholder coordination and operational problem-solving.

• Take on increasing ownership as your capabilities and understanding of the organisation develop.

• Participate in cross-functional projects as TLS Tutorials continues to grow.

• Develop towards broader administrative or operations roles as opportunities arise.

8. Aligned Rewards & Incentives

• Base Salary: $2,800 – $3,200/month, depending on experience and capabilities.

• Growth Bonuses: Stock units & Equity based on contribution and company success.

• Opportunities for salary progression based on performance and increasing responsibilities.

• Opportunities to grow alongside the organisation and take on greater operational ownership.

Who Should Apply

• You are organised, meticulous and dependable.

• You naturally notice when something is missing, incorrect or has not been followed through.

• You enjoy creating structure and making systems work better.

• You are comfortable managing several responsibilities and deadlines simultaneously.

• You are proactive and willing to solve problems rather than simply wait for instructions.

• You are comfortable working in a fast-moving and evolving organisation.

• You enjoy supporting people and understand that excellent administration enables everyone else to perform better.

• You are willing to handle both desk-based administrative work and practical centre operations.

• You are looking for a role where you can grow in responsibility, rather than simply complete repetitive administrative tasks.

What Makes You Succeed

Education & Experience

• Diploma or degree in Business Administration, Management, Human Resources, Accounting, Finance or a related discipline would be advantageous.

• Previous experience in administration, office operations, customer service, education or a related role is preferred.

• Experience with invoicing, finance administration or HR administration would be advantageous.

• Experience working in a tuition centre, school or education environment is a plus, but not required.

Administrative & Technical Skills

• Strong organisational and time-management skills.

• Strong attention to detail and accuracy.

• Comfortable working with spreadsheets, documents and digital administrative systems.

• Proficiency in Microsoft Office and/or Google Workspace.

• Comfortable learning new software and digital tools.

• Able to maintain accurate records and documentation.

• Able to manage recurring processes and deadlines independently.

• Basic numerical ability and comfort working with invoices, payments and financial records.

Communication Skills

• Able to communicate clearly and professionally with parents, students, educators, candidates, employees and vendors.

• Good written and verbal communication skills.

• Able to handle routine enquiries independently while recognising when matters should be escalated.

• Able to communicate sensitive or confidential information appropriately.

Personal Attributes

• Strong sense of responsibility and ownership.

• Meticulous and careful with details.

• Reliable and consistent in following through on responsibilities.

• Positive and proactive attitude.

• Adaptable to changing operational requirements.

• Comfortable working independently while collaborating closely with a team.

• Trustworthy when handling confidential employee, student and financial information.

• Solution-focused and willing to improve existing ways of working.

What Your Daily Role Looks Like

Student Administration

• Maintain accurate student enrolment, attendance and administrative records.

• Process registrations, withdrawals, programme changes and student information updates.

• Prepare and maintain student documentation.

• Coordinate routine administrative arrangements relating to classes and programmes.

• Respond to routine parent and student administrative enquiries.

• Support the preparation and organisation of learning materials.

• Maintain organised physical and digital student records.

Finance Administration

• Prepare and issue student invoices according to approved fee schedules.

• Monitor payments and outstanding invoices.

• Conduct routine payment follow-ups.

• Process approved billing adjustments and maintain supporting records.

• Record and organise supplier invoices and staff claims.

• Prepare payments and reimbursements for management approval.

• Maintain expense, billing and payment documentation.

• Assist with routine reconciliation of invoices and payments.

• Prepare supporting documentation for management and accounting purposes.

• Flag discrepancies or unusual transactions for review.

HR Administration

• Support job advertisement postings and recruitment administration.

• Coordinate interviews and candidate communications.

• Prepare onboarding forms, documentation and checklists.

• Maintain confidential employee records.

• Track leave, attendance and other employee administrative information.

• Coordinate training administration and records.

• Support probation and employee documentation processes.

• Coordinate administrative requirements during employee offboarding.

Centre Operations

• Ensure classrooms and common areas are organised and ready for lessons.

• Prepare, print, scan and organise worksheets, assessments and materials.

• Monitor office, teaching and stationery supplies.

• Conduct routine stock checks and arrange approved replenishments.

• Receive and organise deliveries.

• Coordinate routine maintenance and service providers.

• Maintain office equipment and shared resources.

• Support centre events, assessments, workshops and other activities when required.

Procurement & Vendor Coordination

• Monitor inventory levels and identify items requiring replenishment.

• Obtain quotations from vendors when required.

• Place approved orders.

• Coordinate deliveries and verify received goods.

• Maintain vendor and purchasing records.

• Follow up with suppliers regarding routine service or delivery issues.

Administrative Systems & Process Improvement

• Maintain administrative checklists, trackers and SOPs.

• Identify gaps or inefficiencies in existing processes.

• Recommend practical improvements to administrative workflows.

• Assist with the implementation of new administrative systems and tools.

• Ensure recurring administrative responsibilities are completed accurately and on schedule.

Other Duties

• Support management and other teams with reasonable administrative requirements.

• Participate in team meetings and organisational initiatives.

• Support centre programmes, events and projects when required.

• Take on additional responsibilities as the organisation grows and the scope of the role develops.