Administrative Executive (Eldercare Support Team)

About the Role

This role is a good fit if you like keeping things organised, moving between different types of work, and being the person a team can rely on to get things done.

We're looking for an Administrative Executive (Eldercare Support Team) to support the Director of Care Services and the Eldercare Support team. The work is varied: centre operations coordination, vendor and procurement administration, billing and reporting, and general administrative support that keeps our Active Ageing Centres (AACs) running smoothly. The role also carries a secondary, HQ-facing administration component.

Training and guidance will be provided. This is a role where you'll build real operational skills fast, working across multiple sites and teams.

What You'll Be Doing

1. Centre Operations & Vendor Administration

• Coordinate procurement of centre supplies, pantry items, and consumables across sites (Mountbatten, Tampines Greenweave, Tampines GreenVerge)
• Track contract renewal and maintenance due dates for HQ, centre premises and equipment
• Retrieve and submit recurring bills to finance for processing

2. Billing, Claims & Reporting

• Process billing for eldercare services & HQ
• Update costing sheets on a monthly cycle
• Generate and file Qashier payout and transaction reports for centre point-of-sale operations
• Prepare and distribute leave reports to Centre Managers
• Track deadlines and support timely submissions

3. AIC Systems, Reporting & Policy Administration Support

• Support administration of AIC IT systems (e.g. eReg, AIC LMS, InterRAI, BRIGHT, Community Care Plan System, and others)
• Support administration of AIC reports
• May accompany the Director of Care Services to selected meetings, to help administer the operationalisation of AIC policies

4. General Admin & Support

• Assist with daily admin tasks for the Director of Care Services and the Eldercare Support team
• Coordinate logistics for meetings and stakeholder visits
• Support ad-hoc HR administrative tasks as needed
• Assist with simple process improvements to make admin workflows more efficient

5. Donations Administration (HQ, secondary function)

• Record and reconcile donation entries across giving channels
• Support donor communications, record updates, and monthly donation summary preparation for the Executive Director
• Support donor tax relief checks and routine compliance reviews of higher-value donations

Who We're Looking For

You don't need to have many years of experience. We're looking for someone who is reliable, willing to learn, and has good attention to detail.

Requirements

• Diploma in Business Administration, Office Management, or related fields
• Fresh grads are welcome
• Comfortable with documentation and using Microsoft Office (Word/Excel/PowerPoint)
• Willing to travel between centres as needed, up to 1–2 times per week

You'll Do Well If You Are

• Organised and able to follow through on tasks, including recurring deadline-driven work
• Clear and professional in communication
• Good with details and able to keep things confidential, especially with financial and donor information
• Good with teamwork and comfortable working across departments. This team plays a support role to frontline operational staff, so coordinating across multiple sites and multiple teams is a core part of the job
• Willing to learn systems and reporting requirements (Familiarity with systems like MacOS, Xero, Qashier, IRMS / BRIGHT / ILTC is a bonus. Training can be provided.)
• Open to building up eldercare industry knowledge over time, to better support AIC operations and administration
• Bonus: Able to review workflows to problem-solve more efficient ways to administrate or run a process

Why Join Us?

• Meaningful work supporting seniors and community care
• Supportive team environment with guidance and learning opportunities
• Exposure to social service operations and stakeholder coordination
• Opportunity to build strong administrative and coordination skills