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Admin Associate in Singapore at Montfort Care

Date Posted: 9/28/2018

Job Snapshot

Job Description

The Admin Associate is responsible for administrative matters at the centre. He/She will support the Director and liaise with the Shared Services in the following functions.

  • Finance : Co-ordinate and consolidate financial information for reporting,
  • Funding & Scheme Administration :Co-ordinate and consolidate Key performance indicators for reporting
  • Administration: Facilities & Security of Premises, Procurement of Supplies & Logistics arrangements
  • Human Resources: Training and Staff movements
  • Documentation : Filing & Record Keeping

 

Finance : Co-ordinate and consolidate financial information for reporting

  • To assist Directors and programmes to co-ordinate and consolidate annual budget, schedule expenditure and generate data for Directors to analyse variances and initiate corrective actions
  • To verify all invoices for payments and petty cash matters with supporting documents before submission to Shared Services
  • To manage and verify fee collection and other income (including donations) and manage deposits according to stipulated SOPs
  • To manage Petty Cash float and to liaise with Finance for monthly / ad-hoc top-up
  • Monthly submission of Income Statements
  • Monthly consolidation and submission of Cabcharge Statements
  • To assist Directors and/or programme staff to put up quotation evaluation when required
  • To work with CRO for collation of utilisation for applicable funds, finance assistance, emergency fund and related monetary matters
  • To maintain centre asset list and work with the Finance department for annual asset audit exercises

 

Funding & Scheme Administration: KPI reporting

  • To collate and consolidate Key Performance Indicators (KPI) for Director’s review and analysis at required frequency for management reports as well as annual report.
  • To assist Directors in compiling the reports to ensure timely submission of periodic reports to funders

 

Administration: Facilities & Security of Premises, Procurement of Supplies & Logistics arrangements

  • To support the Director in maintaining cleanliness of the facility
  • To support the Director in supervising the work of the cleaners
  • To liaise with contractors for servicing and maintenance of facilities and equipment
  • To provide feedback on service quality of contractors and vendors to Shared Services regularly
  • To liaise with Approved Vendors on procurement of office & pantry supplies for premises and programmes
  • To liaise with Shared Services on timely renewal of office leases and service agreements To provide administrative support in resource booking and logistics arrangements for meetings/events/programmes
  • To assist Directors in taking notes of meeting
  • To support the Director in ensuring security of premises including periodic update/housekeeping of security access codes
  • To disseminate mail (including emails received via Programme/Centre-based Email address) and ensure prompt follow-up by appropriate parties

 

Human Resources : Training & Staff movements

  • To administer and update Staff Inventory List for On-boarding & Off-boarding of staff
  • To work with Human Resource(HR) team to plan new hire orientation programme and programme/centre visits
  • To co-ordinate with Directors and Shared Services on programme visits
  • To liaise with HR Team and to provide training administration support for Directors and programme staff
  • To organize quarterly staff bonding activities if requested by Directors

 

Documentation: Filing and Record Keeping

  • To assist the Directors in creating and maintaining proper filing system and records for hardcopy and electronic copies, including housekeeping of shared drives and databases for information management
  • To support the Directors in ensuring protection and security of files and records are maintained.
  • To support IT Team in providing first-line user-support for common IT issues, eg. Laptop/tablet AC charger not working, battery not charging, keyboard / mouse not working, WIFI not connecting, shared drive not connected etc.

 

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Job Requirements

Qualifications

  • Minimum “A” level / Diploma

 

Experience

  • For Diploma holder, minimum 5 years’ administration experience required
  • At least 2 years of customer service experience, preferably in a not-for-profit environment

 

Knowledge and Skills

  • Planning and Organization: Meticulous and accuracy in processing data. Keen eye for details and close attention on timeline
  • People oriented: The ability to work with different parties, e.g. vendors, clients, colleagues & etc.
  • Communications: Good oral, written and inter-personal communications skills in dealing with individuals and groups at all levels
  • Administration: The ability of ensuring all the information and documentations are well maintained