Corporate Service Senior Executive

Position Summary

The Senior Executive, Corporate Services is responsible for providing comprehensive administrative and operational support to ensure the smooth and efficient functioning of the institution. The role oversees key corporate services functions, including office administration, facilities coordination, procurement, student administrative support, records management, regulatory documentation, and stakeholder engagement.

The incumbent will work closely with internal departments, students, external vendors, and regulatory agencies to maintain high standards of service delivery, operational excellence, and compliance within the Private Education Institution (PEI).

Key Responsibilities

Corporate Administration & Office Management

• Manage the day-to-day administrative operations of the institution and ensure efficient office management practices.
• Serve as the primary point of contact for general enquiries from students, staff, parents, and external stakeholders.
• Coordinate reception and front-line administrative services to ensure a professional and positive experience for all visitors.
• Develop, maintain, and improve administrative processes, filing systems, and document management procedures.
• Prepare, review, and maintain correspondence, reports, meeting minutes, and institutional documentation.

Student Administrative Services

• Provide administrative support throughout the student lifecycle, including enrolment, orientation, progression, graduation, and alumni-related matters.
• Maintain accurate student records and ensure proper documentation in compliance with institutional and regulatory requirements.
• Coordinate student requests, letters, certificates, attendance records, and related administrative matters.
• Support student engagement activities, events, and welfare initiatives where required.
• Assist in managing student feedback, enquiries, and service requests in a timely and professional manner.

Procurement & Vendor Management

• Coordinate procurement activities, including sourcing, quotation evaluation, purchase requisitions, and vendor management.
• Monitor inventory levels and oversee the replenishment of office supplies, training materials, and operational resources.
• Liaise with vendors and service providers to ensure timely delivery of goods and services.
• Maintain procurement records and ensure compliance with institutional policies and financial controls.

Facilities & Operational Support

• Coordinate office facilities, maintenance schedules, workspace management, and operational requirements.
• Work closely with building management, contractors, and service providers to ensure a safe and conducive learning environment.
• Monitor facility-related issues and coordinate prompt resolution of maintenance and operational matters.
• Support business continuity and operational readiness initiatives.

Compliance & Regulatory Administration

• Maintain records and documentation required for regulatory compliance, audits, and accreditation exercises.
• Support the preparation and submission of reports and documentation required by relevant government agencies and regulators.
• Ensure proper retention, confidentiality, and security of institutional records and student information.
• Assist in the implementation of policies, procedures, and quality assurance initiatives.

Meetings, Events & Institutional Support

• Coordinate meetings, training sessions, examinations, graduations, and institutional events.
• Prepare meeting materials, logistics arrangements, and follow-up documentation.
• Provide administrative support for internal committees, management meetings, and cross-functional projects.
• Support institutional initiatives and special projects as assigned by management.

General Responsibilities

• Maintain a high level of professionalism, confidentiality, and service excellence in all interactions.
• Collaborate effectively with internal departments to support institutional objectives.
• Undertake any other duties and responsibilities assigned by the Head of Department or Management.

Requirements

Qualifications

• Bachelor's Degree in Business Administration, Management, Education Administration, Corporate Services, or a related discipline.

Experience

• Minimum 3–5 years of relevant experience in corporate administration, office management, operations, student services, or a related function.
• Experience within a Private Education Institution (PEI), higher education institution, or training organisation will be an advantage.
• Familiarity with regulatory requirements and quality assurance frameworks applicable to the education sector is preferred.

Skills & Competencies

• Strong administrative, organisational, and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong stakeholder management and customer service orientation.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and administrative systems.
• Strong attention to detail, problem-solving skills, and commitment to operational excellence.
• Ability to maintain confidentiality and handle sensitive information with discretion.