Join our team as a cornerstone of our operations! We are seeking a motivated and meticulous Senior Administrative Executive / Assistant Administrative Manager. In this role, you will act as the vital link between our sales, training, and quality assurance teams. You will ensure a seamless journey for our learners-from initial enrolment through to successful government funding claims and comprehensive audits.
1. Enrolment & Learner Management
- End-to-End Registration: Oversee the full training application lifecycle, verifying eligibility criteria for specific programmes and maintaining real-time registration data.
- Learner Support: Act as the primary point of contact for trainees, providing expert guidance on course confirmations, funding eligibility, and general enquiries.
- Class Operations: Manage Public Run logistics, including the collection of critical documentation for funding/claims and providing on-site support to trainers.
2. Government Funding & Audit Management
- Systems Administration: Navigate and master TPGateway (TPG) and the Training Management System (TMS) to ensure data integrity and compliance.
- Claims Processing: Lead the end-to-end management of course fee and salary support claims. This involves meticulous verification of attendance and assessment records to ensure successful disbursements from government agencies (e.g., SSG, WSG).
- Audit Leadership: Spearhead the preparation for regular funding and quality audits. You will be responsible for ensuring that all learner records and financial documents meet the stringent requirements of statutory boards.
- Discrepancy Resolution: Proactively identify and resolve any issues related to rejected claims or data mismatches within government portals.
3. Associate Trainer & Part-Time Staff Management
- Manpower Scheduling: Coordinate and manage the schedules of part-time trainers and administrative assistants to ensure optimal coverage for all training sessions.
- Onboarding & Training: Conduct induction sessions for new part-timers, ensuring they are well-versed in office protocols, TMS usage, and compliance standards.
- Performance Monitoring: Oversee the quality of work delivered by part-time staff, providing feedback and guidance to maintain high service standards.
- Payroll Verification: Consolidate timesheets and claim forms for part-time staff, ensuring accurate and timely submission for payroll processing.
4. Training & Office Administration
- Post-Training Care: Collate training and assessment records, ensuring end-of-assessment documentation is accurate and filed securely.
- Resource Coordination: Manage the booking, setup, and maintenance of training rooms, alongside the procurement of learner and trainer materials.
- Financial Tracking: Preparing purchase orders and matching of invoicing for trainer fees.
- Process Improvement: Design and implement efficient filing, storage, and office procedures to enhance operational productivity.
- Policy and SOP maintenance: To update and maintain the SSG/WSG policy and SOP standard.
Requirements
- Education: Diploma or equivalent in Business Administration, Operations Management, or a related field.
- Experience: Proven administrative or operations experience, specifically within the training sector.
- Technical Skills: Proficiency in MS Office and high familiarity with TMS and TPG portals (highly advantageous).
- Leadership Ability: Experience in supervising part-time staff or coordinating diverse teams is preferred.
- Soft Skills: Exceptional organisational skills with a sharp eye for detail. You must be a proactive communicator capable of managing multiple priorities under pressure.
- Flexibility: Willingness to support occasional evening or weekend sessions (compensated via Time-Off-In-Lieu or allowance).
