Admin Officer

Position Overview

The Admin Officer supports the smooth day-to-day operations of the Centre by managing front desk duties, handling enquiries, providing administrative assistance, and supporting clients with information and services. You will ensure that reception and clerical functions are carried out efficiently to maintain a welcoming and organised environment.

You will also contributes to the upkeep and maintenance of the Centre's facilities, ensuring a welcoming and well-organised environment while supporting overall service delivery and operational efficiency.

Key Duties & Responsibilities

1. Front Desk Reception

1.1. Perform front desk and general clerical duties such as answering telephone, filing, handling mails, photocopying, follow up on voice mail inquiry, emails and letters according to timeline.

1.2. Switchboard Management.

1.3. Attend to all service users and stakeholders who walk in or telephone.

1.4. Basic Information Provider.

1.5. Reception Area Management including Notice Board.

1.6. Assist residents (e.g., photocopy, call helpline, fill up forms).

1.7. Issue receipts for programs and assist in disbursement of Financial Assistance.

1.8. Ensure opening/closing of Centre.

2. Programme Support

2.1. Ensure SPMF Applications are correctly keyed into the SPMF Portal and monthly excel and file the application forms accordingly.

2.2. Ensure FCF Applications are correctly keyed into SSNet and file the application forms accordingly.

2.3. Assist data entry for FDP applications.

3. Administration

3.1. Staff.

. Maintain staff movement chart.

. Co-ordinate office phone and transport usage by staff.

. Assist in meetings coordination: book, prepare meeting rooms and refreshment.

3.2. Maintain statistical data for reporting.

3.3. Assist data entry and in compiling reports and statistical information internally and externally.

3.4. Update and maintain a filing system, office policies and procedures.

3.5. General Procurement and Sourcing including office stationery and miscellaneous items.

3.6. Collect payments, issue receipts.

4. Centre Maintenance

4.1. Liaise with contractors and proprietors on maintenance and repair of the Centre.

4.2. Supervise the cleaner to perform necessary duties to upkeep the cleanliness and image of the Centre.

4.3. Ensure the upkeep of the waiting area, library and counselling/meeting rooms on the premise.

5. Other Duties

5.1. Any other duties as assigned by the Centre Head and/or Office Manager.

Requirements

Qualifications & Experience

1. Diploma/Degree in Business Administration or related fields preferred.

2. Experience in social service, public sector, or mission-driven organisations preferred.

Capabilities

1. Good communication and interpersonal skills.

2. Strong organisational and administrative abilities.

3. Proficient in Microsoft Office applications (e.g., Excel).

4. Detail-oriented with good data entry accuracy.

5. Ability to multitask and manage time effectively.

6. Customer service-oriented with a patient and approachable disposition.