Executive, Data and Administration Operations [Training & Consultancy]

Rainbow Centre, Singapore•Town of Colonie, NY

About The Position

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.

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.

Responsibilities

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
Assist in procurement matters (sourcing, purchasing and receiving) and processes as well as the management of contracts and vendor performance, as required
Assist in the coordination and administration of training matters such as pre-course, during course and post-course processes and record-keeping
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.
Support the review and streamlining of processes for efficient and effective running of the training programmes or services
Support resource planning, procurement of training materials and equipment, and inventory tracking
Maintain accurate and up-to-date information on all training course submissions in relevant databases and filing systems
Maintain accurate, complete, and up-to-date data in RC’s systems, databases, and filing structures
Support data integrity, confidentiality, and access control in accordance with PDPA and RC policies
Assist with administration of IT and digital systems used for service delivery, reporting, and operations
Prepare routine reports, summaries, and data extracts to support service monitoring and decision-making
Support basic data tracking, dashboards, and visualisations using approved tools (e.g. Excel, Google Sheets, internal systems)
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.
Maintain positive relationships with stakeholders, such as internal and external clients and the broader community
Support the implementation of training, ensuring seamless logistics and coordination
Coordinate engagement activities to encourage and maximise participation from targeted stakeholders, including internal and external stakeholders
Act as a liaison between programmes and administrative departments (both at the unit and Rainbow Centre levels) to ensure alignment and consistency in operations
Leverage information technology to deliver high-quality administrative services, including programme administration, database maintenance, reporting, and analysis
Ensure accurate and timely reporting of programme submissions and other required documentation
Provide technical support and training to team members on administrative digital tools and best practices
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