Admin & Operations Executive

Job Summary

Responsible for the daily administrative and operational support ofthe institution, including Student’s Pass applications, student contracts, FeeProtection Scheme (FPS) administration, student P-file maintenance and EduTrustdocumentation. Works closely with the academic, Sales and management teams to keep operations running smoothly andcompliant.

1. Student’s Pass Application and SOLARSystem

• Prepareand submit Student’s Pass applications, renewals, amendments and cancellationsthrough ICA’s SOLAR system.

• Collectand check supporting documents from students and agents, and follow up onapplication status.

• TrackStudent’s Pass expiry dates and remind students in advance.

• Reportstudent status changes (withdrawal, deferment, completion, non-attendance) tothe relevant authorities on time.

• Supportattendance monitoring and flag students at risk of non-compliance to thesupervisor.

2. Student Contracts

• Prepareand issue student contracts using approved templates.

• Explainkey contract terms (fees, refund policy, course details) to students andagents.

• Makesure contracts are properly signed, dated and filed before the course starts.

3. Fee Protection Scheme (FPS)

• HandleFPS enrolment and related documentation for international students.

• Coordinatewith the finance team and the FPS provider on payments, refunds and records.

• KeepFPS records complete and ready for audits.

4. EduTrust Documentation and P-fileManagement

• Create,update and maintain student P-files, including application forms,identification and academic documents, signed contracts, fee records, Student’sPass documents and attendance records.

• Carryout regular P-file checks to make sure files are complete and consistent withthe student management system.

• Supportpreparation of records and evidence for CPE/SSG audits and EduTrustassessments.

• Followup on corrective actions arising from audit findings.

5. Student Registration and Records

• Processstudent enrolment, registration, course changes, deferments, withdrawals andgraduation.

• Updatethe student management system accurately and handle personal data in line withPDPA.

• Prepareofficial letters, certificates and transcripts as required.

6. Operations Support

• Coordinatewith the academic team on class schedules, classroom arrangements andattendance records.

• Handlestudent and parent enquiries on administration, visas, fees and policies.

• Supportstudent events, orientation and other operational activities.

• Manageoffice supplies, vendors and general office administration.

• Prepareregular reports on enrolment, visa status and attendance for management.

• Performother duties assigned by management.