Administrative Executive

Position Overview

The Administrative Executive provides comprehensive administrative and operational support to the Centre, with a primary focus on enabling efficient programme and casework operations. In line with KKCS's move towards digitalization and paperless processes, the role supports the adoption of digital workflows, accurate electronic records management, responsible data handling and continuous improvement of administrative processes.

The role covers procurement, accounts, training coordination, facilities, systems, safety and security, inventory and general administration, and works closely with Centre staff, Corporate Services and relevant stakeholders to ensure responsive, well coordinated and effective day-to-day operations.

Key Duties & Responsibilities

1. Administrative & Accounts Support

1.1. General Administration & Records

. Provide administrative and operational support to team members in the delivery of counselling services and mandated programmes, including the preparation, circulation and secure maintenance of programme-related documents and records.

. Manage and set up appointment slots on designated platforms for clients to register online for sessions.

. Manage the Centre's administrative email correspondence, including referrals, enquiries and broadcasts maintain clear digital records of correspondence and follow-up actions and route matters promptly to the relevant staff. Attend to telephone and in-person enquiries and provide appropriate assistance or referrals.

. Support procurement and sourcing processes, including obtaining quotations, preparing purchase requests, maintaining supporting documents electronically and tracking approval and follow-up actions in accordance with KKCS policies and delegated authority.

. Perform general administrative and clerical duties, prioritising digital records, electronic forms, shared repositories and paperless workflows. Manage incoming and outgoing mail, printing and photocopying only where operationally or legally necessary.

. Manage the Centre's inventory and assets, including maintaining accurate and current digital asset registers, coordinating purchases of stationery, household items and other supplies, and supporting periodic verification and disposal processes.

. Maintain orderly electronic filing structures, file-naming conventions, version control and retention practices so that authorised users can retrieve accurate and current records efficiently.

. Support the use of approved electronic forms, digital approvals and e-signatures, where applicable, and help staff transition from manual or duplicated processes to standardised digital workflows.

. Handle personal, client, staff and organisational information in accordance with confidentiality, data protection, access-control and records-management requirements, and promptly escalate any suspected data or security incident.

1.2. Facilities Management

. Assist in the upkeep and maintenance of the Centre's premises and facilities to ensure a safe and conducive environment for clients and staff at all times.

. Assist in the upkeep and maintenance of the Centre's premises and facilities to ensure a safe, accessible and conducive environment for clients and staff, including logging, tracking and following up on maintenance matters through the designated channels or systems.

. Support the Centre's safety and security arrangements, including fire safety measures, emergency preparedness, access control and related documentation, while ensuring that required records are current and readily retrievable.

. Coordinate the booking and preparation of meeting and training rooms, including digital booking records, equipment readiness, refreshments and other logistical requirements, where necessary.

1.3. Accounts & Budget Administration

. Prepare and process claims, invoices and payment requests for submission to the Finance Department through approved digital workflows, ensuring completeness, accuracy, proper authorization and timely filing of supporting documents.

. Monitor the Centre's budget and expenditure using up-to-date records and reports, flag material variances or outstanding items, and assist the Centre Head in budget planning, preparation and documentation.

2. Training Administration

2.1. Assist staff with the timely registration of training courses and submission of training funding applications, using available online portals and digital forms, and maintain complete supporting documentation.

2.2. Maintain accurate and updated electronic staff training records, monitor registration, attendance and completion status, and follow up with staff and relevant parties in a timely manner.

2.3. Support the implementation of training-related guidelines and requirements, and monitor compliance where applicable.

3. Systems, Digital Enablement & IT Support

3.1. Support the administration and maintenance of the Centre's security and digital systems, including CCTV, email and domain services, and help ensure that access, licensing, renewal and acceptable-use requirements are appropriately tracked and escalated.

3.2. Monitor the availability and basic operational status of the Centre's NAS, network and email communications, as well as SSNET and other approved systems, and liaise with vendors, Corporate Services or relevant parties on incidents, service requests, feedback and follow-up actions.

3.3. Provide first-line digital and IT support to staff for laptops, peripherals, productivity applications and other approved equipment or systems document recurring issues and escalate matters to vendors or IT where required.

3.4. Maintain simple user guides, process notes, templates and administrative trackers to promote consistent system use, reduce dependency on paper records and support knowledge transfer.

3.5. Conduct routine data-quality checks on administrative records and trackers, follow up on incomplete or inconsistent information, and support timely updates, migration or archiving where required.

3.6. Support business continuity by ensuring essential administrative records are stored in approved locations, accessible to authorized personnel and not dependent on individual devices or personal storage.

4. Process Improvement & Other Duties

4.1. Support the standardization and continuous improvement of administrative processes, including identifying opportunities to simplify, digitize and reduce paper-based work while maintaining appropriate controls, service quality and business continuity.

4.2. The above duties and responsibilities shall extend to the Centre's existing and future affiliated operations. Undertake other duties as assigned by the supervisor and/or Centre Head, including support for organizational digitalization and process-improvement initiatives.

Requirements

Qualifications

1. Diploma or Degree in Business Administration, Management, Social Work, or a related field preferred.

2. Relevant professional qualifications or certifications in administration, finance or IT will be an added advantage.

Experience

1. Minimum 2 years of relevant administrative or operational experience, preferably in a social service or non-profit organization and in an environment using digital workflows or electronic records.

2. Experience in administrative operations, procurement, accounts, training coordination, facilities management, records management and/or systems support will be an advantage.

Competencies & Capabilities

1. Strong organizational and administrative skills, with the ability to manage multiple priorities, deadlines and follow-up actions.

2. Good written and verbal communication skills, with a service oriented and collaborative approach.

3. Detail-oriented, accurate and able to maintain confidentiality when handling client, staff, financial and operational information.

4. Proficient in Microsoft 365 applications and comfortable using shared digital workspaces, electronic forms, workflow systems and online portals.

5. Digitally confident, adaptable and able to provide basic IT troubleshooting, support system adoption and learn new applications.

6. Process-improvement mindset, with the ability to identify inefficiencies and recommend practical, user-friendly solutions.

7. Sound judgement and accountability in managing records, access permissions, system information and administrative controls.