Administrative Executive

Position Overview

The Administrative Executive plays a vital role in supporting the daily operations of the FAM@FSC service unit at Kampong Kapor Community Services (KKCS). This position is responsible for a wide range of administrative and operational functions that enable the smooth delivery of social work and community-based services. The Executive manages front desk duties, supports enquiry and referral processes, oversees general administrative coordination, and ensures timely and accurate reporting for internal and external stakeholders. The role also involves procurement, records management, and close collaboration with the Centre team to meet service delivery standards.

In addition to administrative support, the Executive assists with financial and budgeting processes, facilities upkeep, basic IT support, and data entry related to programme and service administration. The Executive also coordinates logistical needs for meetings, training, and outreach activities, and ensures the Centre environment remains welcoming and safe for all staff and service users. This role requires a high level of initiative, organization, and a service-oriented mindset to contribute effectively to the mission and operations of the Centre.

Key Duties & Responsibilities

1. General Administrative Support

1.1. Provide administrative support to the team, including handling enquiries, referrals, food ration coordination, and front counter duties.

1.2. Manage the Centre’s admin email account and respond to enquiries, referrals, and internal communications.

1.3. Prepare and collate periodic reports for submission to external agencies and internal stakeholders.

1.4. Assist in procurement processes, including sourcing, purchasing, and maintaining supplies and inventories.

1.5. Maintain updated and organized filing systems, office records, and documentation.

2. Accounts and Financial Support

2.1. Prepare and submit relevant Centre claims and payment requests to the Finance and HR departments.

2.2. Assist the Centre Director with budget monitoring and preparation, and tracking of relevant disbursement records.

3. Reception and Front Desk Duties

3.1. Perform front desk and clerical duties including answering phone calls, managing general enquiries, handling mail, photocopying, and filing.

3.2. Manage and attend to walk-in clients, stakeholders, and service users in a professional and welcoming manner.

3.3. Provide basic information to clients and assist with forms, helpline calls, and general enquiries.

3.4. Maintain the reception area, notice boards, and ensure proper opening and closing of the Centre.

4. Programme and Data Support

4.1. Support programme-related data entry, application processing, and document filing.

4.2. Assist in the preparation of statistical data and reports for internal and external use.

4.3. Coordinate logistics and refreshments for meetings, programmes, and training sessions.

5. Facilities and Maintenance

5.1. Assist in maintaining the Centre's facilities and environment to ensure safety, cleanliness, and functionality.

5.2. Coordinate with vendors and contractors on repair and maintenance work.

5.3. Supervise the cleaner and ensure upkeep of waiting areas, meeting rooms, and shared spaces.

6. Systems and IT Support

6.1. Provide basic IT support for staff devices, including laptops and peripherals.

6.2. Monitor Centre systems such as email, network, and liaise with IT Manager on system issues or upgrades.

6.3. Support licensing and security compliance related to Centre’s IT infrastructure (e.g., CCTV, domain usage).

7. Other Duties

7.1. Support the operational needs of existing and future affiliated Centre services as required.

7.2. Undertake any other duties assigned by the Centre Director or assigned supervisors to ensure effective Centre operations.