Senior/Executive, Admin and Operations

Job Description

• Responsible for providing administrative support to the centre-based and home-based services and ensure accuracy and timeliness in all administrative processes.

• Ensure effective day-to-day coordination to support quality service delivery to clients.

• Collaborate with cross-functional teams to support operational efficiency and process improvement.

• Oversee overall operations of transport team (if applicable) and ensure coverage plans are arranged promptly.

• Provide guidance to Executives, Admin & Operations and/ or Social Service Assistants on daily centre-based and home-based administrative work and operational matters.

• Coordinate referrals and admissions of clients with relevant team members.

• Coordinate centre-based and home-based client discharge communication with existing clients, new service providers and the respective teams, including noting and escalating concerns where applicable.

• Prepare the monthly discharge refund listing and liaise with clients on refund matters.

• Maintain and update daily records and/or case files for clients for administrative purposes, including transferring active centre-based and home-based client data files to discharge files where applicable.

• Provide administrative support such as filing of documents, preparing communication letters to clients and/ or caregivers, meeting minutes, memos, reports etc.

• Assist with procurement activities and maintain appropriate records.

• Verify monthly attendance records and prepare billing information for Finance

• Perform data entry and submit required trackers or reports to funding agencies and partner organisations, including the monthly status tracker to AIC.

• Respond to general enquiries from clients, caregivers and other stakeholders.

• Maintain inventory and fixed asset records.

• Support centre-based and home-based administrative processes, including issuing receipts for client payments via email e-advice, following up on monthly ageing matters from Finance, and responding to payment-related queries where required.

• Submit the monthly staff allowance or claims to Payroll by the 7th of each month for the previous month's work, with effect from October 2026.

• Support the implementation and monitoring of centre-based and home-based operational processes and administrative workflows.

• Provide administrative support for staff training and development initiatives, including On-the-Job Training (OJT), where required.

• Assist with data collection, administrative tracking and records of key projects in the centre-based and home-based services.

• Provide ad-hoc operational support where required to ensure smooth centre-based and home-based service delivery.

• Participate in quality improvement initiatives and support yearly internal and external audits, including preparation of relevant administrative records and supporting documents.

Job Requirements

• Possess a Diploma or Degree in Business or other relevant disciplines

• 2-5 years of administrative or operations experience preferred.

• Experience in healthcare, community care, eldercare, rehabilitation, disability, or social service sectors is advantageous.

• Familiarity with government-funded services and community care programmes is preferred.

• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).

• Experience with data reporting and dashboard preparation.

• Ability to analyse operational statistics and trends.

• Familiarity with CRM, care management systems, or electronic medical record systems is advantageous.

• Strong organisational and multitasking skills.

• Good interpersonal and communication abilities.

• Able to work independently while supporting multidisciplinary teams.

• Attention to detail with strong documentation skills.

• Problem-solving and process improvement mindset.

• Comfortable managing multiple stakeholders and timelines.