Job Description

Posted on : 01 Dec 2023,
Location : Sengkang

The role of the Operation Executive is to provide efficient support to the Centre Principal in managing administrative and operational functions within the preschool. This includes ensuring a positive and engaging experience for parents and other stakeholders.

Job Responsibilities and Duties

1. Customer Service

• Responsively handle general inquiries, including answering phone calls and addressing requests from parents and teachers.
• Manage enrollment inquiries through email, telephone, and walk-in inquiries.
• Organize and conduct school tours.
• Assist visitors and volunteers with the sign-in and sign-out process.

2. Student Affairs

• Maintain a waiting list for students.
• Oversee the student enrollment process.
• Keep track of student-related documents such as student lists, class lists, parent contact lists, authorized pickup personnel lists, and updated student allergy lists.
• Manage the student withdrawal process.
• Ensure student insurance is renewed as needed.
• Maintain online student records.

3. Administrative

• Supervise fee collection and refund processes.
• Provide support during the audit process.
• Prepare budget reports.
• Handle donations and submit them to the HQ Finance Department.
• Manage staff access rights, including setting up and removing access as required.
• Handle staff uniform requisitions and returns.

4. Procurement

• Place orders for supplies and services.
• Receive and inspect goods.
• Coordinate payments.
• Monitor and control budgetary spending.
• Review and renew service contracts.
• Evaluate vendor performance.

5. Facilities Maintenance

• Implement an Environmental Sanitation Program, including daily cleanliness inspections and maintaining inspection checklists for auditing purposes.
• Arrange periodic services with various vendors (e.g., Aircon maintenance, ceiling fan cleaning, pest control, fire alarm checks, AED maintenance, CCTV upkeep, DAE maintenance).
• Address ad-hoc facilities maintenance requests.
• Plan and coordinate internal periodic cleaning efforts.

6. Inventory Management

• Conduct regular stocktaking of fixed assets.
• Monitor and replenish student uniforms, school bags, and stationery supplies.
• Manage the stock of medical supplies in first aid kits and ensure timely replenishment.

7. General Affairs

• Assist in organizing school events such as field trips, graduation ceremonies, and celebrations.
• Coordinate volunteers.
• Undertake other ad-hoc duties as assigned by the Center Principal.

Skills

• Proficiency in both Chinese and English languages.
• Proficiency in Microsoft 365 applications.
• Effective communication with both internal and external stakeholders.
• Strong interpersonal skills.
• Possesses integrity and maintains a positive attitude.
• Capable of working both independently and as a team player.
• Adaptable to change.
• Able to multitask, prioritize, and manage time efficiently.
• Knowledge of accounting is advantageous.

Qualifications

• Minimum requirement of a Diploma in a relevant field.

Experience

• Minimum of 3 years of relevant work experience in customer service and administrative support.
• Preference is given to candidates with previous experience in an early childhood setting.

Job Type Full Time
Competency efficient support,Customer Service,Answering the Phones,Manage enrollment inquiries,Manage the student withdrawal process,Audit,Manage staff access rights,Procurement,Facilities Maintenance,Aircon maintenance,Ceilings,AED maintenance,CCTV,DAE maintenance,Inventory Management,Stocktaking,Fixed Assets,Manage the stock,Medical Supplies,first aid,Chinese,English,Microsoft 365,External Stakeholders,Strong interpersonal skills,Positive Attitude,Teamwork,Multi-tasking,Prioritising,manage time,Diploma > Diploma a relevant field,customer service,Administrative Support


Qualifications A Level
Minimum 1 years of relevant experience


Number Of Open Position(s) 1