Administrative Assistant

About MIJ Hub

My Inspiring Journey Hub (MIJ Hub) is a prominent private school and non-profit organisation committed to improving the lives of individuals aged 4 to 40 who have diverse learning requirements. With over 13 years of involvement, MIJ Hub delivers extensive educational, vocational, and community integration programs. Our goal is to serve as the premier one-stop resource centre for the special needs community in the region. We also run several for-profit ventures including a food and beverage outlet that support financial sustainability and subsidies for affordable, quality education.

Role Overview

The Administrative Assistant will be crucial in ensuring smooth daily operations and provide essential support to a collaborative team. This role provides exposure to various functions including administration, operations, finance, enrollment coordination, and facilities management. The position offers a dynamic environment to develop a broad skill set and create positive impact through organizational efficiency.

Key Responsibilities

• Perform daily administrative and operational tasks to maintain coordination, accurate recordkeeping, and timely follow-up across assigned functions.
• Handle first-line inquiries via telephone, WhatsApp, email, or walk-ins by providing precise information, routing requests, and ensuring appropriate follow-up.
• Manage enrollment administration such as processing forms, collecting documents, scheduling, data entry, and updating enrollment trackers.
• Maintain and organize records, prepare various forms and correspondence, and update databases and trackers systematically.
• Prepare finance-related documents, including issuing invoices and receipts where needed, follow up on outstanding payments or documents, and update finance tracking systems.
• Log and report facility issues, coordinate with maintenance services to manage repairs, servicing, and replenishment of centre areas including toilets, staffroom, marketing and AC rooms, kitchen, and meeting rooms.
• Monitor office and operational stock levels, generate purchase requests, receive supplies, and maintain inventory records for replenishment.
• Assist with event planning and execution, including registration, logistics, material preparation, scheduling, venue set-up assistance, and follow-up documentation.
• Maintain compliance documentation, prepare supporting files, update checklists and trackers, and follow up on audit-related paperwork, focusing on areas such as SGEnable compliance.
• Conduct daily readiness evaluations, update checklists, identify and escalate any issues that may affect site operations such as air conditioning and cleanliness.
• Coordinate vendor appointments, servicing, quotations, and document collection.
• Facilitate communication and daily operational coordination with various departments as assigned.
• Follow standard operating procedures (SOPs), flag any delays or irregularities for review, update trackers, summarize key points, and escalate urgent or unresolved problems to senior management.
• Support senior staff by executing assigned tasks and providing timely progress and issue reports.

Qualifications and Requirements

• Minimum diploma qualification.
• At least one year of relevant work experience.
• Proficiency in Microsoft Excel is essential; strong skills in Word and PowerPoint are also required.
• Excellent spoken and written English communication skills, especially for interacting with parents and stakeholders.
• Highly organized, responsible, meticulous, and detail-oriented.
• Ability to work effectively in a fast-paced environment.
• A strong willingness to learn and understand MIJ Hub's services and operational context.