Administrative Executive

Key accountability (Main purpose of this job):

Reporting to the Head of Facility, this role provides administrative and operational support for the school's transport, catering and uniform. The role is responsible for coordinating vendor meetings, managing communications and documentation, tracking contract and service performance requirements, processing invoices, maintaining records, and supporting the day-to-day administration of these services. The position works closely with vendors, parents, staff and school leaders to ensure smooth operations and timely follow-up of operational matters

Responsibilities (Key areas of Responsibilities):

Vendor Administration and Coordination

• Coordinate meetings with transport, catering and uniform service providers, including preparation of meeting materials and recording of minutes.
• Follow up on action items arising from meetings and ensure timely closure of outstanding matters.
• Maintain regular communication with vendors on operational matters and service-related issues.
• Keep records of contracts, correspondence, reports and other supporting documents.

Transport Services Administration

• Support the administration of school transport services and act as a point of contact for transport-related enquiries.
• Liaise with parents, school leaders and the transport operator on operational matters, student concerns and service feedback.
• Track and follow up on transport-related incidents, complaints and requests.
• Assist in the monitoring of service performance and contractual requirements.

Catering Services Administration

• Coordinate with the catering provider on operational matters relating to food services.
• Monitor and follow up on matters relating to student cards, cashless payment systems and administration.
• Support the coordination of catering requirements for school events and activities.
• Maintain records of feedback and follow up on service-related issues where required.

Uniform Services Administration

• Liaise with the uniform vendor on stock availability, annual requirements and service-related matters.
• Coordinate uniform arrangements for student orientation and other school activities.
• Track feedback from parents and students and communicate relevant information to the vendor.
• Assist with annual reviews of pricing and service arrangements.

Financial and Administrative Support

• Verify vendor invoices and supporting documents before submission for payment.
• Maintain records of expenditures, service reports and contract-related documents.
• Assist in the preparation of reports, presentations and administrative documents as required

General Support

• Support the Head of Facility with administrative and operational tasks as required.
• Undertake other duties that may be assigned from time to time in support of school operations.

Requirements:

• GCE O-Level, NITEC, Higher NITEC, Diploma or equivalent qualification.
• Minimum 3 years' experience in an administrative, customer service or operations support role.
• Good command of written and spoken English.
• Proficient in Google Workspace.
• Good organisational and time management skills with the ability to manage multiple tasks and deadlines.
• Strong attention to detail and ability to maintain accurate records
• Able to communicate effectively with vendors, parents, staff and school leaders.
• Experience in a school environment will be an advantage.
• Positive, service-oriented and able to work independently