Admin Executive

Job Detail

Job Roles & Responsibilities 1. Administration: Support the centre with data entry of child transactions into Little Lives and ECDA CMS system. This includes: • Child Transactions: Enrolment, Withdrawal, Transfer, Change of Program, Student Pass Application, Promotion of Children • Subsidy applications in CMS for all new and existing cases • Update of school fees changes in CMS at child level (yearly) • Update of vacancy status in CMS • Retrieval of documents for audit purpose • Handles queries from existing and new parents and provide support whenever needed • Liaise with both external and internal stakeholders such as ECDA subsidy officers, licensing officers, financial assistance officers to facilitate and resolve enrolment and subsidy/financial assistance application issues • Responsible for proper storage of stationary and uniforms • Perform general clerical duties • Support operational work flow • Upkeeping of children's P file 2. Enrolment: • Maintaining a waiting list, calling parents up for enrolment when a vacancy arises • Follow up with parents on the documents needed for enrolment • Planning of orientation sessions for new enrolment 3. Finance: • Issuing of ad-hoc invoices, e.g. first-time payment, uniforms purchase etc • Checking of monthly fee invoices • Creating of monthly GIRO deduction listing, updating of monthly payment • GSII monthly reconciliation • Adding the correct subsidies discount for each child • Follow-up on discrepancies for any over-payment or under-payment of subsidy as well as subsidies adjustments in CMS • Petty cash handling 4. Customer Service • Meet and greet parents, students and visitors at the school • Provide proper information about school fees and programs • Handle calls/emails/walk-ins enquiries from existing and new parents • Taking charge of the centre's inbox 5. Procurement • Purchase items from suppliers for capital expenditures, kitchen, stationery, events, etc Prepare Expenditure Requisition Forms and obtain price quotations from suppliers