Admin Executive

About MIJ Hub:

My Inspiring Journey Hub (MIJ Hub) is a leading and rapidly growing private school and non-profit organisation (NPO) dedicated to transforming the lives of individuals aged 4 to 40 with diverse learning needs. Through our comprehensive educational programs, vocational training, and community integration initiatives, we have been creating positive change locally for over 13 years. Our mission is to be the ultimate one-stop centre for the special needs community in the region.

At MIJ Hub, we are pioneers in innovation. By managing multiple for-profit ventures, including a food and beverage (F&B) arm, we generate sustainable income streams that allow us to provide subsidies, ensuring parents and students have access to affordable, high-quality education. Join MIJ Hub and become part of a vibrant, dynamic team committed to driving financial sustainability, fostering inclusivity, and expanding our reach to make a real difference in the community.

About the Admin Executive Role

About the Role:
As an Admin Executive, you'll play a key role in keeping daily operations running smoothly while supporting a collaborative team. You'll gain exposure across administrative, operations, finance, and coordination, allowing you to build well-rounded skills in a dynamic, fast-paced environment.

If you're organised, proactive, and enjoy creating structure and efficiency, this role offers a great platform to grow and make a meaningful impact.

Key Responsibilities

• Execute, update, follow up, support, maintain

• Executes day-to-day administrative and operational support duties, ensuring smooth coordination, accurate records, and timely follow-up across assigned functions.

• Manages first-line enquiries through calls, WhatsApp, email, walk-ins, or other channels provides accurate information, routes matters appropriately, and follows up where needed.

• Supports day-to-day enrolment administration, including form processing, document collection, scheduling, follow-up, data entry, and updating enrolment trackers.

• Maintains records, prepares forms, letters, files, and updates databases, trackers, and administrative documentation accurately and on time.

• Prepares finance-related documents, issues invoices or receipts where applicable, follows up on outstanding documents or payments, and updates finance trackers.

• Logs facilities issues, reports maintenance matters, follows up on routine requests, and supports the coordination of repairs, servicing, and replenishment.

• Tracks stock levels for office or operational use, prepares purchase requests, receives supplies, and updates inventory or replenishment records.

• Coordinates day-to-day transport arrangements, communicates schedules or updates, maintains transport records, and supports transport-related follow-up.

• Supports event preparation and execution, including registrations, logistics coordination, materials preparation, scheduling, venue setup support, and post-event administration.

• Maintains compliance files, prepares supporting documents, updates checklists and trackers, and follows up on outstanding documentation required for audits or reviews.

• Supports daily readiness checks, prepares or updates checklists, flags issues affecting readiness, and follows up on routine matters relating to site operations.

• Assists in coordinating appointments, servicing schedules, quotations, routine follow-ups, and document collection from vendors.

• Supports communication and follow-up with departments for day-to-day administrative and operational matters as assigned.

• Carries out assigned processes according to SOPs and flags issues, delays, or discrepancies for review.

• Updates trackers, prepares basic summaries, flags urgent issues, and escalates exceptions or unresolved matters to the senior role.

• Supports the senior role, carries out assigned responsibilities, and provides timely updates on work progress and issues.

Requirements

• Minimum Diploma qualification

• At least 1 year of relevant experience

• Proficient in Microsoft Excel (important), Word, and PowerPoint

• Strong spoken and written English (important, as the role involves handling parent enquiries)

• Organized, responsible, and detail-oriented

• Able to work in a face paced environment

• Meticulous

• Willing to learn and understand MIJ Hub's operations and services