Job Description

The Administration Operations team plays a key role in ensuring the smooth operations of Rainbow Centre Training & Consultancy (“RCTC”), a registered training provider (“RTP”).

The Administration Operations Executive is responsible for ensuring the smooth and effective daily operations of RCTC . This role supports a broad range of administrative and operational functions, including financial administration, client records management, procurement support, data integrity, reporting, and customer service.

This is a position of trust, and the post-holder will handle sensitive and confidential information. All information must be managed in accordance with RC policies, PDPA requirements, and ethical standards.

Critical Work Functions

Office, Service and Operations Administration

1. Financial Administration: Assist in the day-to-day financial operations, including collections, payments, and handling of grants, subsidies, and claims, while ensuring compliance with financial and funding regulations

2. Procurement & Contract Support: Assist in procurement matters (sourcing, purchasing and receiving) and processes as well as the management of contracts and vendor performance, as required

3. Course Administration and Corporate Governance: Assist in the coordination and administration of training matters such as pre-course, during course and post-course processes and record-keeping

4. Training Venue Safety & Security Support: Support the implementation of security and safety procedures and measures on campus, manage and keep the training spaces well-organised and welcoming for all learners and visitors.

5. Process Improvement Support: Support the review and streamlining of processes for efficient and effective running of the training programmes or services

6. Resource & Inventory Management: Support resource planning, procurement of training materials and equipment, and inventory tracking

7. Data & Records Management: Maintain accurate and up-to-date information on all training course submissions in relevant databases and filing systems

Data, Records & Systems Administration

1. Data Management & Administration: Maintain accurate, complete, and up-to-date data in RC’s systems, databases, and filing structures

2. Data Compliance: Support data integrity, confidentiality, and access control in accordance with PDPA and RC policies

3. Digital Systems Administration: Assist with administration of IT and digital systems used for service delivery, reporting, and operations

4. Reporting & Data Analytics Support: Prepare routine reports, summaries, and data extracts to support service monitoring and decision-making

5. Data Tracking & Dashboarding: Support basic data tracking, dashboards, and visualisations using approved tools (e.g. Excel, Google Sheets, internal systems)

Client-centric Service and Frontline Support

1. Customer Service: Deliver front desk service support, ensuring prompt and professional responses to queries with a client-focused attitude; Handle enquiries and issues with sensitivity, professionalism, and appropriate escalation when required.

2. Stakeholder Engagement: Maintain positive relationships with stakeholders, such as internal and external clients and the broader community

Course Administration

1. Training Logistics & Coordination: Support the implementation of training, ensuring seamless logistics and coordination

2. Stakeholder Engagement Activities Coordination: Coordinate engagement activities to encourage and maximise participation from targeted stakeholders, including internal and external stakeholders

3. Cross-Department Liaison: Act as a liaison between programmes and administrative departments (both at the unit and Rainbow Centre levels) to ensure alignment and consistency in operations

Reporting, Digitalisation and Communications

1. Technology-Enabled Administration: Leverage information technology to deliver high-quality administrative services, including programme administration, database maintenance, reporting, and analysis

2. Reporting & Documentation Management: Ensure accurate and timely reporting of programme submissions and other required documentation

3. Digitalisation Support & Training: Provide technical support and training to team members on administrative digital tools and best practices

4. Data Analytics & Dashboarding: Utilise and maintain data analysis dashboards using tools like Microsoft Excel, Google Sheets, ChatGPT, Canva, Zapier, Google Analytics, Trello, Zoho and business intelligence software (e.g., Tableau, Power BI) to visualise key performance indicators (KPIs) derived from client data, financial data, and staff data

Job Requirements

• A good diploma or tertiary qualification in Business Administration, or other relevant field

• Experience in business administration, finance, procurement or customer service will be an advantage

• Experience with project management software (e.g., Asana, Trello, Jira) and CRM systems is a plus

*Candidates with more years of relevant experience in administration operations and proven experience in leading small teams can be offered the Senior Executive, Data & Administration Operations role.