Working Location: 364A Upper Paya Lebar Road, Singapore 534965
Working Hours: 44 hours per week (Office Hours)
Working Days: Monday to Friday; some Saturdays per year (for school events)
Salary: $2,500 - $3,000
Overview
The Centre Administrator assists the Principal in managing and coordinating administration and operations in the centre. Main scope includes administration, financial, personnel, and procurement matters.
Key Responsibilities
1. Administration
a) Manage registration and withdrawal of children.
b) Update and submit children's particulars receiving subsidies and CDC Childcare Financial Assistance Scheme (CFAC) approval letters to the Finance Department.
c) Update parents' particulars.
d) Draft simple letters and correspondence.
e) Coordinate and submit staff and children's accident insurance claim forms to Head Office for processing. Incident reports for staff will be written by the Principal, while reports for children will be written by the class teacher (or staff who witnessed the incident) and vetted by the Principal.
f) Maintain and update the filing system.
g) Manage and update ECDA CMS.
h) Prepare and collate monthly reports and submissions to Government Agencies and Head Office, e.g. POP reports, centre factsheet, etc.
i) Additional reports for POP Centres:
Monthly
- Download reports from CMS and verify information.
- Collate according to levels and provide summary reports.
Quarterly
- Extract figures from monthly reports and collate according to the Excel template.
- Collate staff information and CPD hours reports.
- Provide centre licensing and SPARK information.
2. Financial
a) Invoicing and collection of fees and other payments.
b) Banking, verification of fee collections, and other payments.
c) Issuing of receipts.
d) Disbursement of petty cash expenses.
e) First-level approver of eClaims from centre staff.
f) Preparation of petty cash and fee collection reports.
g) Ensure completeness of monthly invoices and receipts.
h) Ensure effective and efficient systems and procedures are in place.
i) Support Financial Year-End Audit and Special Audits (Subsidy/ICCP/DSLS, etc.).
j) Prepare POP monthly, quarterly, and yearly reports.
3. Procurement
a) Manage stock, ordering, and necessary paperwork with suppliers for items including uniforms, mattresses, stationery, groceries, etc.
b) Maintain inventory for uniforms, mattresses, and mattress covers for audit purposes.
4. Personnel
a) Coordinate training registration and payment with Finance and HR.
b) Assist in new staff onboarding matters with the Principal and HR.
c) Manage and update ECDA One@ECDA.
5. Others
a) Ensure that licensing requirements are met at all times (together with the Principal).
b) Attend to public enquiries. Together with the Principal, manage feedback and complaints from the public.
c) Handle incoming and outgoing centre mails and emails.
d) Update the centre's notice boards.
e) Seek approval from the Principal for centre maintenance works and coordinate maintenance works with contractors.
f) Manage maintenance of centre equipment with contractors (copier machines, computers, telephones, NETS machines, etc.).
g) Conduct periodic checks of the centre and report damages or vandalism.
h) Attend and support the Principal and HQ during centre and HQ events, e.g. staff meetings, staff learning days, conferences, fundraising events, etc.
i) Promote a neat and professional appearance.
j) Update government portals where necessary, e.g. NEA for Internal Air Quality (IAQ) audits.
k) Assist in taking care of children when assigned by the Principal, including arrival health screening, dismissal check-out, etc. Staff should refer to SOPs for male staff.
l) Any other duties as assigned by the Principal.
Skills & Requirements
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and other relevant software.
- Preschool experience in claims, grants, and LittleLives App.
- Familiarity with administrative procedures in an educational setting is an advantage.
Kelly Chong Reg No:R26161160
The Supreme HR Advisory Pte Ltd EA No: 14C7279
