Admin & Operations Executive (Kampung Siglap)

Job Summary 

Kampung Siglap Lifeskills Training & Retreat Centre (KS) is New Hope Community Services’ (New Hope CS) response to addressing poor attendance at life-skills training workshops and the lack of sustained engagement with less advantaged beneficiaries. It is designed for sustained engagement with our beneficiaries, to empower them to make positive and lasting changes for better life outcomes.  

KS is a first-of-its-kind training facility, where essential life skills are imparted through holistic retreat programs. It aims to equip beneficiaries with relevant skill sets, remove limiting beliefs, and instil confidence and hope for the future. Many low-income families are entrapped in a poverty cycle, even experiencing inter-generational poverty. Sustained engagement with them is vital because it is relationship focused. Beneficiaries develop healthy mindsets and relevant skills through constructive relationships with mentors, case managers, and volunteer befrienders. 

KS will also serve as a platform for community volunteerism. Schools, corporations, and individual volunteers can give back through various avenues. This will be a ‘many helping hands’ approach towards profound social good. KS will be a place where both givers and receivers will be enriched through meaningful interactions. 

Key Responsibilities 

Centre Administration and Operations 

• Manage all incoming enquiries through various channels, including email, website, phone calls, walk-ins, and personal communication platforms (e.g. WhatsApp). 

• Oversee the end-to-end booking process from site visit, enquiry, confirmation, and pre-arrival coordination to post-event follow-up, ensuring adherence to standard operating procedures (SOPs). 

• Serve as the point of contact (POC) for groups staying or conducting events at the centre, including handling check-ins, logistics, AV system training, and operational troubleshooting during and outside office hours when necessary. 

• Maintain and update the centre’s booking calendar to ensure accuracy and optimal utilisation of facilities. 

• Develop, document, and maintain standard operating procedures (SOPs), compliance guidelines, and operational workflows for the centre (e.g. enquiry-to-payment flow, facility usage guidelines, booking forms, room check-ins). 

• Ensure compliance with established centre policies, safety requirements, and operational standards. 

Hospitality and Housekeeping 

• Oversee housekeeping arrangements to ensure a clean and welcoming environment for all guests and retreat participants. 

• Prepare and arrange dormitory and room setups prior to guests’ arrival, including placement of bedsheets and other amenities. 

• Conduct pre- and post-stay inspections to ensure rooms and common areas are in proper order. 

• Coordinate with staff, interns, or cleaners to uphold cleanliness and hygiene standards. 

Communications and Collaterals 

• Design and produce centre-related notices, signages, and informational materials (e.g. Wi-Fi login guides, facility price list, closure signage etc). 

• Prepare internal and external communications, including newsletters, announcements, and operational updates, in coordination with the CaPE team, where applicable. 

• Ensure all communication materials are aligned with organisational branding and accessibility standards. 

Financial Administration 

• Prepare, issue, and track invoices; process refunds and reconciliation of payments; and follow up on outstanding payments. 

• Maintain and update financial records and tracking spreadsheets for internal reporting and audit purposes. 

• Generate reports and analytical summaries (e.g. profit and loss statements, facility usage trends) for management and quarterly board meetings. 

• Prepare and submit PRFs for procurement of recurring services (e.g. laundry) and ensure timely submission of vendor invoices to the Finance Department for payment. 

Programme and Event Support 

• Provide administrative and logistical support for internal programmes and organisational events (e.g. retreats, open houses, and New Hope CS events). 

• Coordinate event-related logistics, including participant registration, room check-ins, venue setup, and F&B arrangements, to ensure seamless execution. 

Stakeholder and Partnership Management 

• Maintain positive relationships with key stakeholders, including long-term facility users, neighbouring partners, and external collaborators. 

• Support partnership initiatives with institutions (such as SSAs) and community organisations to enhance centre engagement and outreach. 

Office and Resource Management 

• Oversee quarterly procurement of pantry and stationery supplies, ensuring adequate stock levels and cost efficiency. 

Internship Supervision 

• Supervise and support interns (including students with special needs) during their internship attachment period at the centre. 

• Liaise with partner institutions to ensure structured and meaningful internship experiences aligned with the centre’s operations. 

Others 

• Any other related duties in New Hope CS as assigned by Reporting Officer. 

Accountability 

• Reports to Centre Manager (KS) / Director, Kampung Siglap 

Competency Requirements 

Core Competencies 

• Communication: Excellent interpersonal and communication skills for effective communication with residents, team, community partners, and stakeholders.  

• Customer Orientation: Commit to exceeding both internal and external customers’ needs.  

• Good organisational and project management skills.   

• Self-motivated individual with the ability to work independently. 

Technical Competencies 

• Proficiency in IT Systems and Microsoft Office Suite (e.g., Microsoft Word, Excel, PowerPoint, etc.)  

Education and Experience  

• Minimum Degree in relevant disciplines  

• At least 2 years of experience in a similar capacity or related industry  

• Relevant volunteering experience in the Social Service sector would be an advantage 
  

The intent of this job description is to provide a representative summary of the major duties and responsibilities of the position. You may be required to perform job-related tasks other than those specifically presented in this description. This job description does not constitute a contract of employment.