Pre-School Administration and Operations Executive
Pre-School Administration and Operations Executive Job Description
Role Purpose
The job holder’s responsibility is to provide efficient support to the Principal in the management of the pre-school administrative function and to ensure a positive and engaging customer journey for parents and other relevant stakeholders.
Role Responsibilities – Administration
Attend to phone/walk-in queries at pre-school and referring them to the Admissions Manager for follow up
Enrolment of new students, manage and take action any request in change of programmes, withdrawals, waitlist
Admission/application of subsidy in ECDA CMS for students, manage change of programme, withdrawals and reconciliation of subsidy reports/audit
Apply for student pass whenever required
Upkeep of all students’ data and records and provide follow up
Upkeep students’ attendance, manage check-in and check-out reports
Ensure accuracy in reporting and data collection in the student admin system
Generate monthly invoices & receipts in student admin system
Upkeep accounts and reconciliation of weekly day-end and month-end submission and reports
Process Giro/CDA application for deduction of school fees and bank reconciliation and submission
Follow up on fee payments; especially late payments
To keep up to date records of student health and safety, declaration and clearance of Infectious Disease with the Ministries. To arrange for Myopia Vision Screening.
To monitor for any unusual/disconcerting trends and coordinate with reliable vendors to ensure school receive appropriate service/treatment where necessary.
Maintain an accurate record of pre-school’s petty cash balance
Provide support on pre-school administrative licensing preparation.
Serve as the point of contact and to arrange for teachers’ technical support in preschool.
Ensure stock level of progress report / books/ stationery/ school fixture/ computers/ copier/ whiteboard, etc. (i.e. flags/ lanterns/ props - event).
Assist principal in preparing the campus termly/ annual set up for new term and new school year launch.
Work closely with the principal to record and maintain the school’s calendar and class schedule and ensure appropriate levels of staff-to-child ratios.
Provide operations preparation support to school special events, field trips or any ad-hoc enrichment lessons.
To update and submit student list on a weekly basis, including withdrawal information and newly enrolled students based on sign up month and start date.
Schedule preschool staff (eg. Teachers) for child first aid (infant and children) training courses.
Any other duties as directed by the Principal.
Role Responsibilities – Customer Management
To meet and greet all appointments, walk-ins, as well as existing customers so as to assist and direct them to the respective personnel in-charge.
Act as brand ambassador and present the pre-school to prospective parents at recruitment events, open days and information sessions.
Job Requirements
Minimum of GCE “A” level or Diploma;
At least 3 years of relevant work experience in customer service and admin support
Willingness to be seated at the frontline of the pre-school premise
Strong communication skills, preferably bi-lingual in English and Mandarin (to liaise with mandarin speaking associates)
Organised, responsible and reliable; a good team-player
Service-oriented; deliver excellent customer service
Excellent time management, ability to prioritize and multi-task various work matters
Possess positive energy and self-motivated
Able to handle sensitive and confidential matters in a mature and professional manner
Role Information
Reports to: Pre-School Principal
Location: Singapore (Kallang Wave Mall)
Working hours: 8.30am to 5.30pm (Mon – Fri) and 8.30am to 12.30pm (Sat)
This job description forms part of the contract of employment of the person appointed to this post. It reflects the position at the present time only, and may be reviewed in negotiation with the employee in the future.