Centre Administrator (Operations, Systems & Executive Support)

Role Summary

Woodlands Social Centre (WSC) is hiring a dependable and highly organised Centre Administrator to ensure smooth centre operations and provide executive support to the Executive Director (ED). This role manages shared email operations, administrative systems and access coordination, vendor/facilities administration, subscriptions/renewals tracking, records governance, and supports donor/finance administration workflows with internal stakeholders.

Key Responsibilities

Centre Operations & Administration

• Manage shared inboxes : triage, route, track follow-ups and ensure timely responses.

• Coordinate onboarding administration: IT setup guidance (shared drives, printer/scanner drivers), access cards, and alarm/app access.

• Maintain office asset tracking (laptops/phones) and assignment logs.

• Administer key press process: key register, check-out controls, missing key follow-up.

• Manage facility booking system and basic office administration workflows.

• Maintain SOP repository and administrative trackers/registers for consistent operations.

Vendors, Facilities & Safety

• Coordinate vendor schedules and renewals (cleaning, pest control, aircon servicing, fire extinguisher servicing).

• Maintain safety and incident administration SOPs (first aid kit checks, emergency contact/next-of-kin records, incident reporting process and filing).

Subscriptions & Renewals

• Maintain a subscriptions & renewals register and trigger renewals early.

• Keep invoices/receipts/approvals organised and audit-ready.

• Coordinate payment workflow with HR/Finance personnel per SOP (no approval authority unless assigned).

Government Portals (Access Coordination)

• Support role/access changes and continuity for relevant portals (e.g., NCSS/MSF-related systems, SG Grants/GEBIZ, IRAS/CPF) via authorised super admin/admin workflow.

• Maintain a portal register and documentation for continuity.

Executive Support to ED (Personal Assistant Function)

• Manage ED calendar, meeting scheduling and logistics (room bookings/Zoom).

• Maintain an ED action tracker and follow up on deadlines across teams/vendors.

• Support board/management documentation coordination and document control/versioning.

Donor & Finance Administration Support (Cross-functional)

• Work with the Fundraising & Grants Manager on donor-related administration (documentation coordination, acknowledgements logistics, donor admin filing).

• Work with HR/Finance personnel/vendor bookkeeper on finance administration coordination (invoice routing, claims documentation completeness, evidence filing, trackers).

Requirements

• Diploma/degree preferred relevant experience in administration/operations (social service, education, centre-based environment is an advantage).

• Strong attention to detail able to manage SOPs, registers, trackers and documentation.

• Comfortable coordinating systems access, shared inboxes, basic IT onboarding steps and vendors.

• Strong follow-through, reliability, and stakeholder management.

• Able to handle sensitive information with discretion and confidentiality.

Preferred Skills

• Operations administration, office management, vendor coordination

• Document control, SOP writing/maintenance, records management

• Familiarity with portal access coordination (e.g., CorpPass-linked workflows) is an advantage

• Proficient in Microsoft 365 (Outlook, Teams, Excel, SharePoint/OneDrive)