General Administration

• Monitor and maintain the inventory of office supplies, study support materials, and promotional items (e.g. student jerseys).  
• Work closely with the Student Services team to forecast jersey requirements based on student enrollment in sports programs, team sizes, and upcoming events. 
• Ensure inventories are up to date, with timely ordering, proper storage, distribution, and accurate documentation of all supplies. 
• Verify receipt of ordered materials and ensure timely submission of PO/PR processes. 

Government Liaising and Administrative Support

• Liaise with relevant government offices (e.g. Ministry of Education, YCDC) to provide necessary documents in accurate and timely manners  
• Liaise with service providers (e.g. Grab, ATOM) to process and track monthly bills payments  
• Ensure accurate and timely submission and payment of all invoices and claims and maintain proper records. 
• Prepare a monthly billing summary for management review. 

Petty Cash & Claims Administration 

• Administer petty cash for all campuses, including expenses such as stationery and refreshments, ensuring accuracy in ordering and disbursement. 
• Ensure all expenditures are appropriate, properly documented, and compliant with the Financial Policy. 
• Process travel allowances and reimbursement claim promptly and accurately. 

Travel & Trip Coordination

• Collect, verify, and consolidate staff travel requests in line with organizational policies. 
• Liaise with colleagues from shared services to obtain quotations, arrange bookings, and negotiate cost-effective options. 
• Coordinate transportation, accommodation, and visa/permit requirements where applicable. 
• Prepare and maintain accurate travel itineraries and related documentation for staff. 
• Monitor travel budgets and ensure compliance with financial and administrative policies. 

Facility and Staff Welfare Support

• Support the HRBP in planning and organizing staff welfare activities (e.g., seasonal events, staff engagement initiatives). 
• Coordinate employee facility needs, including ID cards, lift access, SIM cards, lockers, and related office services. 
• Oversee office fixed assets by maintaining an up-to-date asset register, coordinating regular inspections, ensuring timely repair and maintenance, and supporting procurement or replacement when required. 
• Act as the focal point for all facilities maintenance across campuses, ensuring timely reporting, coordination with service providers, and resolution of issues. Inventory & Stock Management. 

Qualifications

• Proven experience in administration or office management (preferably in education or service sectors) 
• Proven experience (1+ years) in inventory management, stock control, logistics, or a similar administrative role. 
• Excellent organizational and coordination skills 
• Strong attention to detail and time management 
• Proficiency in MS Office and administrative software  
• A strong plus – experience in the education market (specifically Education Administration)