Role Purpose
This role supports the smooth running of workshops, courses, and daily operations by managing client coordination, course logistics, invoicing, and basic accounting functions. The role requires reliability, follow-through, and the ability to hold multiple operational threads steadily.
Key Responsibilities
1. Client Administration & Coordination
- Communicate clearly with clients regarding workshops, courses, and programs (registrations, confirmations, reminders, follow-ups).
- Register participants accurately and maintain updated client and participant records.
- Prepare attendance lists, registration summaries, and internal tracking reports.
- Conduct post-workshop follow-ups with participants for feedback, next steps, or continuation into further programs.
2. Course & Workshop Operations
- Handle pre-course arrangements including venue coordination, room setup, materials preparation, and scheduling.
- Coordinate logistics such as transportation (to and fro), accommodation, meals, and equipment where required.
- Support on-site setup and ensure smooth execution before, during, and after workshops or programs.
- Liaise with internal team members, facilitators, and external vendors to ensure all arrangements are in place.
3. Invoicing & Payment Follow-Up
- Prepare and issue invoices to participants accurately and on time.
- Track payments, follow up on outstanding invoices, and maintain clear payment records.
- Update management regularly on payment status, outstanding receivables and cash flow status.
- Ensure billing and collections are handled with professionalism and consistency.
4. Accounts & Finance Support
- Maintain and update the company accounting system (data entry, documentation, basic reconciliation).
- Organise and file invoices, receipts, and payment records systematically.
- Assist with monthly reporting and support accounts closing when required.
- Ensure records are clear, traceable, and ready for audit or management review.
5. Ad-hoc Support
. Perform additional tasks that may arise from time to time in the course of day-to-day operations.
Requirements
- Strong organisational skills with high attention to detail.
- Clear, professional communication skills with clients and partners, in both English and Mandarin.
- Able to manage multiple tasks, deadlines, and follow-ups independently.
- Basic accounting knowledge and experience using accounting systems.
- Reliable, responsible, and steady-especially during peak workshop periods.
- Able to work calmly under pressure and adapt to changing schedules.
- Degree holder preferred.
Working Arrangements
- Working hours 9:00 to 18:30, Monday to Friday, subject to operational needs and deadlines.
- This role requires commitment to outcomes, not clock-watching.
- Weekend work or travel may be required during workshops or programs.
Time off or working hour adjustments will be arranged accordingly.
