OPERATION SUPPORT OFFICER

Job Description

The Operations Support Officer is responsible for providing operations support for the school.

Duties and Responsibilities:

• Sweeping, mopping, vacuuming floors, and dusting furniture, including emptying trash bins, recycling containers, and disposing of waste. Specifically, Therapy Rooms 1,2,3 and Computer Labs 1,2.
• Thoroughly cleaning and disinfecting restrooms, pantries, and high-touch areas. Cleaning and airing of calm rooms daily. Replenishing toiletries, cleaning supplies, and maintaining cleaning equipment.
• Setting up of tables and chairs for meetings and events as needed.
• Identifying and reporting repair needs to Executive or Manager (Operations and Estate Management).
• Closing of school facilities at the end of the school day
• Perform any school duties, as assigned by the Manager or Executive (Operations and Estate Management) or school leaders.

Requirements:

• Ability to communicate and understand in basic English, stand, walk, bend, and shift tables and chairs for long periods.
• Prior experience with basic knowledge of cleaning chemicals, proper sanitation methods, and safety protocols is preferred, but not essential.
• Reliability, punctuality, and a strong work ethic with a “can do” attitude.

Interested applicants are to submit their applications with Educational Qualification (valid certificate) and experience directly to the school. Only shortlisted candidates will be notified.

FINANCE EXECUTIVE

Job Description

The Finance Executive reports to and is under supervision of the Senior Manager (Admin & Finance). You will be responsible for the finance functions in the school in accordance with established school policies and procedures – including undertaking administrative & database processes.

We are looking for a resilient and motivated person who likes to operate independently and able to thrive in a dynamic work environment with suitable guidance and to make a difference in the special education (SPED) landscape.

Roles and Responsibilities:

· Daily invoice processing, process weekly cash collection

· Perform finance data entry and bank reconciliation into School Management System

· Process payments to vendors, reimbursement to staff

· Process quarterly student fees collection by GIRO with bank, Edusave / PSEA deduction authorisation

· Process Enrichment program forms & fees collection, awards forms & funds disbursement

· Issue official receipts for cheques/cash collected upon request

· Monitor collection of student school fees

· Monitor and perform GRN

· Filling, archiving, and disposing of Finance documents

· Prepare quarterly GST submission, reimbursement claim on SPED FAS (half yearly)

· Prepare draft audited financial statements, audit schedules, PBC list

· Verify year-end budget, mid-year budget revision, additional budget, budget savings declaration

· Annual booklist collections & issuance of receipts upon request

· Support field audit by external auditors

· Assets Sighting and labeling for tagging of fixed assets

· Other work as assigned by Senior Management & Manager

Skills

· Strong attention to detail and accuracy in handling financial data

· Ability to manage high-volume, transactional work (e.g. invoicing, payments, reimbursements)

· Good organisational and time management skills, with the ability to meet deadlines

· Responsible, proactive, and willing to learn

· Good communication and interpersonal skills for coordination with internal & external stakeholders

· Ability to work both independently and as part of a team

Requirements

· Diploma in Accountancy, Finance, or ACCA equivalent professional qualification

· 2 to 3 years of relevant accounting experience

· Basic knowledge of accounting principles and financial reporting standards

· Proficient in Microsoft Office applications, particularly Excel

· Experience with accounting software (e.g. SAP, MYOB, QuickBooks, or similar) is an advantage

· Familiarity with compliance requirements (e.g. GST, basic regulatory guidelines) would be an added advantage

Interested applicants are to submit their applications with Educational Qualification (valid certificate) and experience directly to the school. Only shortlisted candidates will be notified.

CORPORATE SUPPORT OFFICER

Job Description

The Corporate Support Officer will report to the Manager (Admin and Finance) to provide clerical and administrative support for the smooth and effective day-to-day operations of the school. You will be involved in various aspects of the school administration and operations such as frontline service, procurement, student affairs, as well as personnel matters.

Roles and Responsibilities:

• Assist with administrative and clerical duties including the management of the reception counter of the general office.
• Handle calls and enquiries, answer and/or transfer of phone calls and take down messages as required.
• Oversee and manage the key retrieval system.
• Attend to student’s needs at sick bay such as injuries and other safety/health-related matters.
• Facilitate & seek management’s approval for student’s early dismissal, update in Dismissal App.
• Update students’ class attendance for teachers who are not in school.
• Process students’ activity information and consent forms.
• Print circulars, letters, assessment papers and office memoranda.
• Prepare and verify correspondence and documents.
• Maintain and update a systematic filing system.
• Requisite, replenish and distribute stationery, first-aid and other supplies as required.
• Facilitate students’ annual dental & health check up with Health Promotion Board.
• Facilitate students’ photo taking for school smart cards, NRIC registration with ICA, National Service registration.
• Filing of students’ P-file.
• Process students’ School Smart Cards (SSC) and Developing Disability Register (DDR) card applications.
• Coordinate students’ booklists and uniforms.
• Schedule, prepare and set-up meetings, including buying refreshments for meetings.
• Perform other duties as assigned by the Administrative Manager or School Management.

Requirements:

• Minimum GCE ‘O’ levels or equivalent with competence in English and a second language.
• Good communication skills and the ability to work in a team, as well as independently.
• Relevant work experience in general administration, personnel, procurement, and training administration. Work experience in school administration will be favourable.
• Familiar with Microsoft Office applications and comfortable in using IT systems.

Interested applicants are to submit their applications with Educational Qualification (valid certificate) and experience directly to the school. Only shortlisted candidates will be notified.

Freelance Project Executive / Senior Executive (School Redevelopment)

The School is being redeveloped and will be ready in 2029. We are seeking a meticulous, highly organized, and proactive (Senior) Executive (School Redevelopment) to support the Assistant Manager (Special Projects) under the Vice-Principal (Administration) in the day-to-day administration and operations in this redevelopment.

The job is a free lance position, requiring 3 full work-days or 24hrs cumulative work hours a week over 2 years till Feb 2029.

Job Description

In this role, you will be the administrative backbone of the project. Your focus will be on keeping the project moving smoothly by managing payment administration, maintaining rigorous documentation, and coordinating multi-stakeholder meetings. You will also support the Assistant Manager during discussions with Grace Orchard School’s Key Personnel, helping to document operational needs so they can be accurately communicated to technical teams.

This is an excellent opportunity for an organised coordinator who is eager to learn, possesses a baseline understanding of project workflows, and thrives on keeping complex projects organised.

Responsibilities

You will support the school leaders and management in the following areas:

1. Project Administration & Document Control. Payment Administration ensuring budget adherence. Record-Keeping on all project briefs, blueprints, minutes, and regulatory correspondences. Progress Tracking and reporting including preparing clear, grounded updates for school leadership and external committees.

2. Meeting Coordination & Documentation. Logistics & Scheduling: Coordinate and schedule project meetings including minutes, highlighting key decisions and follow-up actions and ensuring dissemination to stakeholders.

3. Stakeholder Coordination & Liaison

• Internal Engagement to Key Personnel within the School, including gathering feedback and managing expectations with empathy and clarity, spanning construction to educational needs.
• Deep-Dive Learning to understand school’s Special Education frameworks, student profiles, and daily operations.
• Work closely with Assistant Manager (Special Projects) to translate operational and teaching needs into functional technical requirements for the construction and design teams.

4. Administrative and other work

• Support in the preparation of plans, reports and related administrative work.
• Participate in meetings with internal and external stakeholders as required.
• Support the coordination and liaising for assigned projects, including arranging meetings and following up on correspondences.
• Undertake any other reasonable projects or work assigned by school leaders.

Requirements

• Diploma or Bachelor’s Degree in Project Management, Building/Construction, Facilities Management, Business Administration, or a related field.
• 1 to 2 years of experience in project coordination, administrative support, or operations management. Fresh graduates with a strong track record of organisation and a willingness to learn are welcome to apply. Basic familiarity with administrative and project management workflows.

• Highly systematic with an eye for detail; enjoys bringing order to complex schedules and documentation.
• Team player, excellent communicator, comfortable interpersonally and able to execute operationally.
• Eager to learn how a Special Education school functions and able to capture the details of technical and operational discussions accurately.
• Self-motivated to chase deadlines and ensure administrative tasks are completed on time.
• A willingness to seek out feedback to refine and develop their skills.
• Passion for inclusion and the disability community.

Working Conditions

This is a free-lance position. You will be provided with a school laptop and necessary access to the current and new school sites. The executive will split time between the administrative office and project meetings, with occasional site visits alongside the Assistant Manager. The working hours and working location per day and work day a week is flexible and subject to redevelopment needs, capped at 24hrs per week or three, eight-hour workdays a week.

Interested applicants are to submit their applications with Educational Qualification (valid certificate) and experience directly to the school. Only shortlisted candidates will be notified.