Admin Executive, SAAAS

Job Responsibilities

Statutory Reporting& Agency Submission

.Assist in gathering data and formatting reports as directed. Performdata entry, document preparation and basic filing to support reportsubmissions.

.Input accurate data entry of beneficiaries and staff information invarious reports and IT systems.

.Support the Corporate Communicate team in consolidating the list ofDonation-In-Kind.

.Support the Facilities team in generating the monthly visitor list forreporting.

Events &Programmes Logistical Support

.Provide on-ground administrative support during SAAC events andprogrammes. Assist with set-up, registration, distribution of materials andpack-down activities.

Personal DataProtection Act (PDPA) Compliance

.Follow PDPA guidelines in daily tasks. Handle documents containingpersonal data with care in accordance with established instructions andprotocols for beneficiary.

Annual Audit &Internal Audit Coordination

.Assist in gathering and organising documents for audit purposes. Updaterecords and provide basic clerical support as directed during audit periods.

Vendor & SupplierLiaison

.Coordinate routine vendor communications including placing orders andconfirming delivery schedules under direction from the Senior Admin Executive.

.Procurement and stock inventory of office supplies such as copier paper,stationery, staff pantry items and corporate uniform.

.Submit monthly invoices for operational matters such as school bus,corporate vehicle, internet WiFi, copier printing charges, SP services andlicences.

BeneficiaryAdministrative Coordination

.Process beneficiary administrative tasks such as updating transportrecords, distributing uniforms and collecting fee-related forms as instructed.

.Manage the P18 programme expiry process and liaise with caregivers andjob coaches respectively.

.Assist caregivers with regards to DDR card and CHAS card.

.Calculate leaves and monthly salary to submit for finance reimbursementfor trainees under the P18 programme.

Budget Planning &Financial Oversight

.Record expenses and receipts. Assist in maintaining the petty cash logand updating expenditure spreadsheets as instructed.

Secretariat &Meeting Minutes

.Assist in preparing meeting rooms and draft agendas. Format andcirculate minutes under the guidance of the Senior Admin Executive.

Insurance CoverageLiaison

.File insurance documents and assist in gathering information needed forrenewals or claims processing as instructed.

Administration & OperationSupport

.Support daily office operations and hospitality functions by managingmail distribution, maintaining pantry inventory levels, procuring refreshmentsfor official guests and implementing seasonal decorations to enhance the officeenvironment.

Parent & ExternalAgency Enquiry Handling

.Handle basic front-line enquiries from parents and visitors. Providestandard information and refer complex questions to the Senior Admin Executive.

Executive SecretarialSupport

. Provide basic clerical support to senior staff including typing, filingand photocopying documents as required.

Ad Hoc &Additional Duties

. Carry out ad hoc tasks as directed. Approach new assignments with awillingness to learn and support the team effectively.s processes, including disseminating letters, collecting reply slips, and collating bank details.

Job Requirements

. Diploma in BusinessAdministration, Office Management or a related field.

. Minimum 1-2 years ofrelevant administrative experience.

. Good organisationaland time-management skills.

. Meticulous,detail-oriented and willing to learn.

. Competent in digital skills such as Microsoft Office, Google apps and IT systems. and reliable.