Admin Executive

Administration, Planning & Implementation

• Assist the ESH Head and other key staff in overseeing the administration and ensuring the smooth operation of ESH@Punggol.
• Set up / Implement / Manage the general administration of the programme in the areas of database management, financial management and stakeholder management.
• Provide support and responses through to the various stakeholders’ queries pertaining to administrative matters and processes. Support the Head in internal and external audits.
• Prepare and/or assist with the preparation of reports pertaining to the programme. Ensure that all reports are duly on-time and accurate.
• Execute and/or assist in the implementation of established operational policies and procedures within the programmes. Conduct periodical revision and reviews of administrative processes (SOP) when necessary, with the directions of the ESH Lead.
• Manage the department calendar of events and be involved in planning/execution of monthly department meetings/activities, meetings with stakeholders and company retreats etc.
• Provide secretariat support for programme/service meetings.
• Perform clerical duties, such as entering data, maintaining records managing systems and databases in the CRM, Business Central software. Besides customer data, you may also handle and maintain information such as call records, visitor logs and booking of office facilities in an internal database.
• You will be responsible for tracking expenses, managing asset inventory, and keeping proper records for accounting purposes, including submissions to funders.

• Attend to incoming calls and/or emails and direct to relevant members accordingly.
• Serve as the point of direct administrative contact with external institutions.
• Participate in quality improvement projects and work groups in the programme.

• Assist the Head in providing orientation to new staff (including interns, volunteers) with regards to agency’s policies and procedures.

• To attend to office/premise maintenance which includes supervising cleaning contractors to keep the premises clean and tidy, ensure that office equipment such as photocopiers and printers are operable by scheduling regular maintenance and servicing. In the event of any breakdowns, to contact vendors in a timely manner to troubleshoot and repair malfunctioning equipment.

• As may be assigned from time to time by ESH Head or Director, Adult & Senior Care Services.

• Degree/Diploma holder or relevant knowledge and experience of at least 2 years.
• Industry relevant IT knowledge
• Excellent interpersonal and communication skills
• Strong analytical and problem-solving skills.
• Responsible, diligent and organised, with ability to multi-task while paying close attention to details and prioritizing to meet deadlines.
• Sensitivity to confidential matters is required.
• Able to work in the evenings, Saturdays and/or Sundays, if needed.