Executive, Student Administration

Admin Executive – Student Administration

We are looking for a detail-oriented, organised, and proactive Admin Executive to join our Student Administration Department.

In this role, you will support the smooth administration of training records and government-related submissions, including enrolment, attendance, assessment records, document management, and class-end documentation.

This role is suitable for someone who enjoys working in a structured environment, is comfortable using digital systems, and takes pride in maintaining accuracy and meeting deadlines.

Key Responsibilities

1. Class-End Document Tracking & Digital Records Management

   • Manage and monitor class-end assessment records across both digital (LMS) and physical documentation.
   • Ensure all required assessment and class-end documents are properly tracked, received, maintained, and accounted for.
   • Maintain accurate and systematic digital and physical filing systems to support efficient document retrieval and audit readiness.
   • Identify missing or incomplete records and follow up promptly with the relevant stakeholders.

2. Collection of Class-End Documents from Training Centres

   • Coordinate and monitor the collection and return of physical class-end documents from training centres.
   • Ensure all required documents are returned to HQ within one week after class completion.
   • Proactively follow up with training centres on outstanding, incomplete, or delayed documentation.
   • Maintain proper tracking records to ensure full accountability of all class-end documents.

3. Document Labelling, Filing & Archiving

   • Perform accurate labelling, filing, and systematic archiving of class-end documents.
   • Organise records according to established filing and document-control procedures for easy retrieval.
   • Maintain proper archive records and document inventories.
   • Ensure documentation is consistently maintained in an audit-ready condition.

4. Enrolment, Attendance & Assessment Submissions

   • Support the timely and accurate submission of enrolment, attendance, and assessment records via TPGateway.
   • Verify information and supporting records before submission to minimise errors and discrepancies.
   • Monitor submission timelines and ensure all required records are completed within the stipulated deadlines.
   • Assist with follow-up and rectification of incomplete or inaccurate records where required.

5. Administrative & Operational Support

   • Provide day-to-day administrative and operational support to the Student Administration Department.
   • Assist with data entry, record verification, document preparation, filing, tracking, and reporting.
   • Work closely with internal departments and training centres to resolve administrative and documentation matters.
   • Support continuous improvement and digitalisation initiatives to enhance administrative efficiency and accuracy.
   • Perform other duties and responsibilities as assigned by the Head of Department (HOD).

Requirements

• Diploma, Higher Nitec, Nitec, or equivalent qualification.
• Fresh graduates and candidates with limited working experience are welcome to apply.
• Good organisational skills with strong attention to detail and accuracy.
• Comfortable working with computer systems, online portals, Microsoft Excel, and digital records.

*This is in partnership with the Employment and Employability Institute Pte Ltd ("e2i"). e2i is the empowering network for workers and employers seeking employment and employability solutions. e2i is a tripartite initiative of the National Trades Union Congress set up to support nation-wide manpower and skills upgrading initiatives.

By applying for this role, you consent to BELLS's PDPA and e2i's PDPA.*