Admin Executive - Metta Rehab Center

Job Title:
Admin Executive (Day Rehab Center)About the Role

As an Admin Executive at Metta Day Rehab, you will be the operational backbone of our center. You will manage the end-to-end administrative lifecycle of our clients—from enrollment and financial assistance to grant claims and community engagement. This role is ideal for a meticulous individual who enjoys a mix of data management, finance, and meaningful interaction with our community partners.

1. Center Operations & Database Management

• Oversee day-to-day administrative functions to ensure smooth center operations.

• Manage client records in relevant IT systems and government databases (e.g., admitting, discharging, and updating follow-ups).

• Maintain an organized physical and digital filing system in compliance with PDPA (Personal Data Protection Act).

• Handle general inquiries via email and phone, providing professional support to clients and families.

2. Subvention, Grants & Reporting

• Serve as the Fund Administrator for the Senior Mobility and Enabling Fund (SMF) and Ministry of Health (MOH) subventions.

• Ensure timely and accurate submission of subvention claims and data updates on ILTC and MOH portals.

• Collate data and prepare comprehensive monthly department reports for management.

• Assist in preparing for internal and external audits to ensure regulatory compliance.

3. Finance & Procurement

• Manage Petty Cash reimbursements and ensure accurate record-keeping.

• Oversee client fee collection, billing, and processing of invoices/cheque payments.

• Manage the procurement cycle: sourcing quotations, raising Purchase Requisition s (PR) and Purchase Orders (PO), and performing vendor evaluations.

• Handle ad-hoc banking duties, including cash and cheque deposits.

4. Client & Caregiver Support

• Assist the Center Supervisor in coordinating client-related activities and food ration services.

• Facilitate applications for financial assistance schemes (e.g., SMF) and manage NMTS (Non-Emergency Medical Transport Service) renewals and subsidy reports.

5. Community Partnership & Events

• Support fundraising activities, manage donation boxes, and coordinate with donors/volunteers.

• Assist in planning and executing community engagement events.

• Coordinate meetings, attend relevant external sessions, and take accurate meeting minutes for department or Medical Sub-committee meetings.

• Qualifications: Minimum Diploma in any discipline (Business Administration or Health Services Management preferred).

• Experience: At least 2 years of relevant administrative experience. Experience in a healthcare or social service setting (ILTC/VWO) is a strong advantage.

• Technical Skills: Proficient in Microsoft Office (especially Excel for reporting) and comfortable navigating government portals (MOH/ILTC).

• Soft Skills:
  * Meticulous, responsible, and highly organized with an eye for detail.

  • Strong communication and interpersonal skills to work within a multi-disciplinary team.

  • Ability to handle sensitive client information with high confidentiality.

Please submit your updated CV. To facilitate our screening process, please include: