Officer, Admin And Operations (Family Service Centre @ Boon Keng)

Provide administrative support and assist supervisor to ensure smooth operations. 1. Front desk reception (Customer Service) a) Reception duties during FSC operating hours. I.e. Monday, Wednesday to Friday: 8.30am to 5.30pm Tuesday: 8.30am to 9.00pm b) Answer phone calls in a timely and professional manner, transfer calls to respective officers and answer general enquiries about FSC's services. c) Attend to walk in clients with/without appointments. Calling for respective case officers or l&R officers on duty for face-to-face enquiries and intake interviews. 2. Administrative & Operational Support a) Maintains shared FSC email account and enquiries, update FSC calendar where required. b) Maintenance of office reception (i.e. refreshment and donation table, expressive therapy corner, office notice board) and room management for ease of client / stakeholder movement. c) Preparation of rooms for meetings (internal and external). To record and prepare minutes for monthly staff meetings. d) Data entries, i.e. l&R referrals, update of records in SSNet system, longitudinal survey. e) Assist in the monthly generation of statistics and reports as well as collation and updating data in share point. (e.g. Caseload records/ Dashboard). f) Assist in close case monitoring report and reminders to case workers. g) Filing documents such as intake/discharge case files, application forms, etc. h) Maintain records of mail and postage. i) Assist in consolidation of clients' data from SWs for donations (Donation in Kind form) and assist in writing thank you letters for donations received. j) Provide operations support in events and donation disbursements (e.g. Distribution of food rations, record and update for registration of events, etc.). k) Maintain accurate inventory records following the inventory management workflow. I) Assist in putting up requests for purchases (e.g. office supplies, pantry items, programme logistics, etc.) and updating the budget tracker accordingly. m) Assist in the smooth running of FSC facilities, cleanliness and maintenance, such as repairs to office equipment. (e.g. Lighting, Aircon, Photocopy machine, CCTV etc.). Other Responsibilities To perform any other duties assigned by Supervisor. The above activities are by no means exhaustive and are subjected to amendment whenever is needed.