(Senior) Associate - Administrative

ABOUT MWS Methodist Welfare Services (MWS) is committed to empowering people to have life to the full. What started as an act of compassion has since grown into a network of services supporting communities across Singapore. We meet people at different points of struggle – poor health, strained relationships, financial distress, or simply feeling alone – and support them to rebuild resilience, restore dignity, and strengthen the relationships that matter most. Together, our staff, volunteers, partners, and churches serve as a community so that care does not sit on any one pair of shoulders. Our hope is simple: that everyone, regardless of race, language or religion, discovers their strengths, grow into their potential, and experience fullness of life. https://mws.sg/ RESPONSIBILITIES Role Summary: The incumbent provides the administrative backbone that allows CMH's care and social work teams to focus on residents. The role covers general office administration, procurement and vendor coordination, finance and billing support, resident and regulatory records support, and secretariat support for meetings — taking ownership of processes end-to-end and exercising sound judgment on non-routine matters. The role works within a residential eldercare setting and interacts daily with residents, families, and staff. Key Responsibility: General Office Administration Manage correspondence, incoming calls, and front-office / reception duties, including handling enquiries from residents, families, and visitors with sensitivity appropriate to an eldercare setting. Maintain filing systems (physical and electronic) for administrative, HR, and resident-related documentation, in line with CMH's data protection and confidentiality standards. Support day-to-day office operations, including stationery, equipment, and facilities requests. Assist with manpower-related administration such as leave records, duty roster support, and onboarding logistics for new staff (many of whom are foreign staff requiring work-pass related paperwork support). Assist with banking scheduling for residents and bring residents for baking. Procurement & Vendor Support Raise purchase requisitions, obtain quotations, and maintain procurement records in line with CMH/MWS procurement policy and approval thresholds. Track vendor contracts, renewal dates, and delivery schedules for supplies, equipment, and outsourced services (e.g. F&B, maintenance, transport). Liaise with vendors on invoicing, delivery discrepancies, and service issues, escalating unresolved matters to the Head of Centre. Finance & Billing Support Prepare and issue monthly billing to residents/next-of-kin, including subsidy-related charges and other fees. Track and reconcile resident-related payouts and subsidy schemes (e.g. MOH subsidy schemes, ElderShield/CareShield Life, other applicable government or insurance schemes) in coordination with the finance function. Manage petty cash, expense claims, and basic bookkeeping support as delegated. Resident & Regulatory Records Support Maintain resident administrative records (admission/discharge paperwork, next-of-kin details, consent forms) separate from clinical case notes. Support compilation of documentation for MSF related submissions and audits under the guidance of the Head of Centre — e.g. licensing renewals, incident reporting logs, and staff suitability assessment records. Assist with the administrative aspects of the transition from the Destitute Persons Act (DPA) to the Social Residential Homes Act (SRHA), such as document tracking and checklist maintenance. Meeting Support Prepare meeting logistics, agendas, and materials for management and board-level meetings; take and circulate minutes. Assist in compiling and formatting board papers, reports, and presentation decks under guidance. Track follow-up action items arising from meetings and flag outstanding items to the Head of Centre. JOB REQUIREMENTS GCE 'O'-Level, NITEC, or equivalent; Higher NITEC or Diploma an advantage but not required Relevant administrative experience preferred, ideally in healthcare, eldercare, or the social service sector; entry-level candidates with the right attitude are welcome Competent in MS Word, Excel, and Outlook; comfortable with basic MS PowerPoint and simple reporting/tracking spreadsheets Able to communicate in English; additional local languages/dialects an advantage for resident and family liaison Key competencies & attributes Meticulous and organised, with strong attention to detail — administrative errors in an eldercare setting can have real consequences for residents and compliance. Comfortable working in a residential care environment with elderly residents, some of whom may present with behavioural or cognitive challenges. Discreet and trustworthy in handling confidential resident, staff, and financial information. Service-oriented, with the patience to support residents and families who may not be familiar with administrative processes. Able to work cooperatively with a multi-disciplinary, multi-national team, including foreign staff. Able to work with a good degree of independence, prioritise competing demands, and proactively flag issues rather than wait for instruction. WHY JOIN US? Meaningful work that impacts the lives of vulnerable individuals. A supportive and team-oriented work environment. If you are passionate about making a difference in the lives of those in need and thrive in a structured yet dynamic environment, we encourage you to apply.