Administrative Assistant

Job Summary

The Administrative Assistant supports the daily operations of the centre, ensuring smooth front-line service, accurate administrative records, and timely coordination of children's transport and enrichment schedules. This role is central to parent communication, billing, and the general upkeep of administrative processes that keep the centre running efficiently.

Key Responsibilities

1. Daily Operations Support

• Support the day-to-day administrative running of the centre
• Maintain accurate records of student attendance, enrolment, and centre files
• Assist with scheduling, calendar management, and coordination of centre activities
• Support the Centre Manager with ad-hoc operational tasks as needed
• Provide weekend coverage as scheduled (1 day per week) for ongoing centre operations, enquiries, or events

2. Child Transport & Enrichment Coordination

• Pick up children arriving via school bus and ensure safe handover into the centre
• Escort/accompany children to and from external enrichment classes (e.g. tuition, sports, arts programmes), ensuring punctual and safe transport
• Maintain an updated schedule of children's enrichment classes and transport timings
• Communicate with enrichment providers and parents regarding schedule changes or delays
• Ensure proper headcount and handover procedures are followed at every pick-up/drop-off point

3. Billing & Invoicing

• Prepare and issue monthly invoices to parents/guardians for centre fees and enrichment classes
• Track payment status and follow up on outstanding payments
• Maintain accurate billing records and liaise with the Centre Manager on fee-related matters
• Process receipts and update payment records in the centre's system

4. Enquiries & Front-Line Communication

• Handle phone, email, and walk-in enquiries from parents and prospective clients in a professional and timely manner
• Provide accurate information about the centre's programmes, fees, and enrolment procedures
• Escalate complex enquiries or complaints to the Centre Director as appropriate
• Maintain enquiry logs and follow up on leads where required

5. General Administrative Duties

• Maintain proper filing (physical and digital) of student records, contracts, and centre documents
• Order and track office/centre supplies as needed
• Assist with preparation of materials for events, parent meetings, or centre communications

Requirements

Qualifications

• Minimum GCE 'A' Level / Diploma or equivalent; relevant diploma preferred
• Prior administrative, customer service, or front-office experience preferred

Experience

• Experience in handling invoicing/billing and front-line enquiries is an advantage
• Experience working in a childcare, education, or student care setting is a plus
• Comfortable with basic accounting/invoicing tools or willing to learn the centre's system

Skills & Attributes

• Good communication skills, both written and verbal, for parent-facing interactions
• Comfortable working with children in a supervisory/escort capacity (e.g. school bus pick-up, enrichment class transport)
• Responsible and punctual, given the time-sensitive nature of transport coordination
• Proficient in basic computer applications (e.g. Microsoft Office/Excel, invoicing or centre management software)
• Able to multitask and stay calm under time pressure

Other Requirements

• Required to work 1 weekend day per week as part of the regular schedule

Working Hours

Tuesday – Friday,1.00PM – 7:00PM, plus 1 weekend day per week