Office Administrator

Job Description

1. Operations:
• Work closely with the office team.
• First point of contact for the visitors.
• Ensure children’s safety and daily check CCTVs if functioning in order.
• Maintain open communication with parents and staff.
• Participate in team meetings, communicate, and share ideas and concerns with Centre Director.
• Answer questions of staff, parents, and other visitors, redirect to Centre Director or Deputy Manager if cannot answer the queries.
• Ensure all office filing is complete and up to date (Staff files, Municipality folder).
• Assist in the organization and cleanliness of the office and storage room.
• Assist in ordering and distributing office and classroom supplies and track staff printing codes.
• Assist in food program and hygiene supplies orders.
• Assist in maintaining children’s files to have them complete and up to date.
• Engage in continuing education and professional development activities such as training, workshops, and classes to meet required qualifications.

2. HR:
• Gather and prepare staff-related documents (new joiners or renewals Visa/LC), liaise with HR and PRO, track and keep record.
• Extract fingerprint attendance data from biometric machines and prepare the monthly report for payroll.
• Prepare all employees related certificates and payslips (i.e. salary certificates, air tickets, leave encashments, salary advance, etc.).
• Maintain the staff files up to date.
• Keep up to date with Employee Handbook and seek continuous training with HR.

3. Finance:
• Understand the calendar and schedule of fees, fee policy essential agreements and ability to clearly explain the same to parents.
• Issue Invoices for customers and receive and issue receipts for child fees.
• Track and issue extra days and late fees.
• Follow up and track customer payments and customer refunds.
• Track, record, invoice and receive of customer payments and third-party commissions relating to afternoon program and language lessons.
• Petty Cash management and maintaining records of payments in and out.
• Recording of transactions and bank reconciliation.
• Track expense budgets and coordinate with Centre Director and Finance.
• Accurate recording of VAT and Tax invoice details in Microsoft AX.
• Expenses/CAPEX and vendor-related invoices, tracking and processing of payment.
• Manage the accounts email account and ensure all communication is clear.
• File organization of expense receipts and all other accounting-related documents.
• Engage in training and continuing education relating to finance and professional development.