Operations and Admin Executive

Role overview

The Operations & Admin Executive is responsible for keeping the organisation’s daily operations and administrative work running smoothly. The position combines client-facing support, caregiver communications, data handling, stock control, and coordination across teams. It also includes administrative assistance to the CEO and the Director of Operations, with a focus on scheduling, correspondence, and follow-through on key matters.

Client services and operations

• Keep the centre’s front-of-house area tidy and presentable so clients, caregivers, and visitors are welcomed into a pleasant environment.
• Monitor welfare supplies for caregivers and arrange replenishment or reordering whenever stock runs low.
• Handle first-response support for afternoon calls and WhatsApp messages from caregivers, including queries about attendance, make-up sessions, and trainer coverage.
• Manage walk-in sales in a professional manner and record updates in the relevant tracking documents.
• Watch incoming messages through the contact mailbox, mainline, and walk-in channel; acknowledge enquiries quickly, then route, escalate, and follow up with the correct teams or colleagues until matters are resolved.
• Keep the programme Attendance Master List accurate and current for programme operations and finance reporting.
• Update the Update File and any other records needed for audit and reporting purposes in a timely manner.
• Process new client enrolments, including initial intake sessions, financial assistance requests, and invoice-related requests.
• Support discharge and withdrawal cases by ensuring the right documentation is completed and that communication and coordination with programme teams are handled properly.
• Coordinate session redemptions and attendance administration, including attendance tracking and follow-up for make-up sessions when absences are valid under the Service Guide.
• Work with the relevant programme team to arrange trainer coverage when needed.
• Track unpaid term invoices, follow up with caregivers, and coordinate with Finance so payment is received before the due date.
• Take on additional tasks or projects assigned by the supervisor or management, including cross-functional coordination, special projects, and other operational or administrative duties needed to keep the centre running well and support the organisation’s mission.

Administrative support to management

• Organise calendars, appointments, and meetings for internal and external engagements.
• Help with travel planning, logistics, and the preparation of meeting materials or presentations.
• Prepare and manage email communications, reminders, and follow-ups for the CEO and the Director of Operations.
• Provide administrative assistance for major events, board meetings, and special projects when required.
• Handle all information and documentation with a high level of confidentiality and discretion.

Requirements

• Minimum 2 years of relevant customer service experience.
• A diploma in a related discipline such as Business or Office Management.
• Genuine interest in supporting persons with disabilities.
• Strong commitment to inclusive practices and the application of intervention strategies.
• Well-developed organisational, interpersonal, and communication abilities, along with a service-oriented mindset.
• Comfortable using basic Microsoft Office and other standard IT tools.
• Able to manage several tasks at once, work independently, and stay effective in a busy, fast-moving environment.
• Professional, detail-focused, and able to exercise discretion appropriately.

Additional information

This position is based in Singapore and is a full-time, onsite role. The work involves front-line caregiver engagement, coordination with multiple departments, and direct support to senior management. No salary, start date, or application deadline was provided in the source information.