Job Description
The Operations & Admin Executive plays a pivotal role in supporting the day-to-day operations and administration of the organization. This includes front-line caregiver engagement, data management, inventory tracking, and cross-departmental coordination. In addition, the role provides admin support to the CEO and Director of Operations, ensuring efficient scheduling, communication, and follow-up on strategic and administrative matters. Client Services / Operations Oversee the upkeep and cleanliness of the centre’s front-of-house area to ensure a welcoming environment for clients, caregivers and visitors. Maintain Caregiver Welfare supplies and handle re-ordering or replenishment as needed to support daily operations. Provide first-line support for incoming afternoon phone calls and WhatsApp enquiries from caregivers (e.g. attendance matters, make-up sessions, trainer coverage). Attend to walk-in sales professionally and update relevant tracking files. Monitor incoming enquiries from contact mailbox, mainline and walk-in ensure all incoming enquiries are acknowledged and responded to promptly. Track, delegate, and escalate enquiries to the appropriate departments or team members for timely follow-up and resolution. Maintain and update the programme Attendance "Master List" to support programme and finance tracking. Ensure timely updates of the Update File and other documentation for audit and reporting. Process new enrolments, including initial intake sessions, financial assistance applications, and invoice requests. Manage client discharge or withdrawal processes, ensuring proper documentation, communication, and coordination with relevant programme teams. Coordinate and facilitate session redemptions and attendance matters, including tracking client’s attendance and following up on make-up sessions for valid absences as per Service Guide. Support trainer coverage by working with the relevant programme team. Track and follow up with Caregivers on outstanding term in
