Administrative Executive (MSM)

The Methodist School of Music (MSM) is an agency of The Methodist Church in Singapore (MCS). Its Worship and Music (WM) arm seeks to enhance the quality of worship by nurturing and equipping the body of Christ in the areas of Worship and Music. As a private school registered with the Ministry of Education, the school also offers various music instrumental and dance classes through its Community Music (CM) arm.

We have a vacancy for Administrative Executive.

Responsibilities and Duties

  1. General administration and centre management:
    • Update and maintain student database for quarterly and ad-hoc invoicing.
    • Develop, formalize, and implement company procedures and processes, in-house business forms, and document templates.
    • Manage the communication platform. Ensure good student management including correspond to webmail and manage all general email enquiries.
    • Attend to internal and external customer service related queries, such includes walk-in, email and/or telephone enquiries. This includes fee collection, sale of books, etc.
    • Convert walk-in and call enquiries for school courses to actual sign up of the courses.
    • Arrange, manage and update full-time and adjunct teachers’ lesson schedules. Liaise with students, parents and teachers to handle their requests, complaints, grievances, transfer, etc.
    • Provide support to Faculty and adjunct teachers in respect of logistics arrangement such as scheduling, checking studio availability and other administrative matters.
    • Liaise and manage correspondence with donors, institutions, churches pertaining to their enquiries.
    • Perform procurement on the following:
      • Office supplies and equipment according to Finance SOP; maintain stock and perform inventory check.
      • Books. To replenish and maintain an inventory list.
      • Manage services and repair where necessary.
  2. General financial administration:
    • Perform quarterly and adhoc invoicing to students, institutions and churches.
    • Prepare purchase requisitions (PRs) for approval.
    • Prepare financial reports as and when required.
  3. Support MSM events in registration and logistics:
    • Liaise and coordinate with different stakeholders on their requirements.
    • Provide logistics support to ensure the smooth operation of events.
  4. Manage office and studio facilities:
    • Perform inventory and assets tracking periodically.
    • Coordinate with suppliers and contractors on event requirement and office supplies.
    • Manage studio reservation.
    • Maintain school website.
  5. Manage arrangement of Associated Board of the Royal Schools of Music (ABRSM) examinations
    • Support MSM students and teachers to arrange for accompaniment when required.
    • Arrange for pre-examination screening.
    • Liaise with ABRSM representative office on examination arrangement.
    • Provide data on student enrolment, as required for Management Committee meetings.

Job Requirements

  • Minimum Diploma or Degree in Business Administration from an established institution or university with at least 5 years of relevant working experience.
  • Strong spoken and written communication skills are required to collaborate with internal and external stakeholders.
  • Have good project management and problem-solving skills to analyse issues and recommend solutions.
  • Able to communicate effectively with teachers, students, parents, donors and/or supporters, volunteers, vendors and suppliers.
  • Able to work well independently and under tight timelines.
  • Proficient in MS Office Application (Word, Excel, Powerpoint, Publisher), School Management System (AIMs), Adobe (Illustrator, Photoshop, InDesign), Google Forms.

To apply for the above vacancy, please send us a copy of your resume to hr@methodist.org.sg.

Please indicate the following information in your resume:

  • Current & expected salary
  • Reason(s) for leaving
  • Availability to commence work

We regret that only shortlisted candidates will be notified. All applications will be treated with the strictest confidence. By submitting any application or resume to us, you will be deemed to have agreed and consented to us collecting, using, retaining and disclosing your personal information for the processing of your job application.

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