Executive Admin - Start Immediately

Responsibilities 

1. Finance

• Processing of residents’ maintenance fees, petty cash and petty cash bank recon reports for monthly submission to Corporate Services (CS) @ HQ
• Maintain the GR’s petty cash float and disburse claims timely and accordingly
• Ensure proper accounting and reconciliation on a monthly basis with CS
• To work with CS Finance on the various receipts, invoices and topping up of GR’s account
• To keep and record all non-permitted items and valuables for deposit
• Handle the waiver of the residents’ maintenance and medical bills by corresponding through emails and calls to credit companies, hospitals and polyclinics
• Bank-in maintenance fees monthly and issuance of official receipts for payment of maintenance fees to parents and donations (cash & cheque) to donors
• Preparation of application and reimbursement of MSF Funded programmes to MSF and HQ Finance for approved programmes
• Keeping, maintaining good inventory of assets and property, donations in kind, disposal of items/property

2. Maintenance/Vendors

• Attend to all external vendors and ensure that the contracts are kept to date, signed and delivered by the various agencies
• To ensure proper maintenance of the premises and ensure repairs works are completed adequately
• Keep good document of checks and prompt, accurate filing for HOH checks, audit and licensing checks
• Handle maintenance of equipment at the hostel
• Handle staff certificates, punch cards and medical certificates for filing records

3. Reports, Communication & Correspondence

• Assisting the HOH to generate reports, taking minutes of meetings
• Maintain databases eg for training and status reports
• Respond to incoming mail and emails from various organizations promptly (to solely attend to the [email protected] account)
• Handle incoming calls, email correspondence and faxes from members of the public, internal and external parties and stakeholders with patience and empathy; assist with gate-keeping eg to field calls
• Preparation of refreshments for visitors, meetings
• Troubleshooting of IT/Liaison person for IT

4. Others

• Purchasing daily packed lunch for residents (when needed)
• Supervising the part-time cleaner

JOB REQUIREMENTS 

• Minimum “O” Level qualification, with some knowledge in accounting
• 3 to 5 years of working experience in a related field
• Strong communication skills
• Meticulous and able to meet deadlines