1. Overall Objective
To support the daily operations, administration, and coordination of centres under Pertapis Community Services (PCS), ensuring smooth, efficient, and well-organised processes across all assigned centres.
2. Reporting Authority
Reports to the Manager on all administrative and operational matters.
3. Key Responsibilities
A. Operations & Administration
- Support day-to-day operations and maintain the Student Management System (student records, course data, attendance, and fees).
- Prepare class schedules, timetables, and administrative documentation.
- Handle procurement, filing, and general administrative duties.
- Monitor centre upkeep, ensuring facilities are clean, functional, and well-maintained.
- Coordinate with outsourced service providers (e.g. CoseClinic, Konica Minolta, Andalus) on operational matters.
- Ensure consistency in administrative processes and service standards across centres.
- Identify areas for improvement and recommend solutions to enhance operational efficiency.
B. Programme & Academic Support
- Assist in the implementation of programmes and curriculum activities.
- Coordinate examinations and support the preparation of report books and certifications.
- Provide administrative support to teachers and trainers, including preparation of teaching materials and resources.
C. Finance & Coordination
- Assist in fee collection, payment tracking, and liaison with the Accounts Department.
- Support the preparation and submission of monthly collection reports and payments.
- Assist in accounting and payroll matters in collaboration with PCS Directors.
- Monitor expenses and support basic budgeting processes.
- Assist in the preparation of financial reports/statements.
D. Stakeholder Management
- Provide administrative support and attend to enquiries from parents, students, and external parties.
- Liaise with internal departments and external vendors on operational and administrative matters.
- Build and maintain positive relationships with stakeholders and the community.
E. Recruitment & Staff Support
- Assist in coordinating recruitment and onboarding of teachers and staff.
- Provide administrative support to staff and trainers as required.
F. Corporate & Ad-hoc Duties
- Support organisational events, programmes, and community initiatives.
- Perform other duties as assigned by the Manager and Management.
4. Board Matters
- Coordinate and arrange meetings for Directors and Management, including Annual General Meetings (AGM) and Extraordinary General Meetings (EGM).
- Attend meetings, record accurate minutes, and circulate approved minutes in a timely manner.
- Support the administration of Board meetings, audits, and AGMs, including scheduling, preparation of agendas, and consolidation of papers and presentation materials.
5. Requirements
Qualifications & Competencies
- GCE O Levels/N Level/ITE or Diploma in Administration, Business Management, or a related field.
- Minimum 2 years experience in office administration or operational support.
- Proficient in Microsoft Office applications, data management systems, and basic accounting.
- Strong organisational, communication, and interpersonal skills.
- Detail-oriented, proactive, and able to manage multiple priorities.
