Role Purpose

This role supports the smooth running of workshops, courses, and daily operations by managing client coordination, course logistics, invoicing, and basic accounting functions. The role requires reliability, follow-through, and the ability to hold multiple operational threads steadily.

Key Responsibilities

1.  Client Administration & Coordination

• Communicate clearly with clients regarding workshops, courses, and programs (registrations, confirmations, reminders, follow-ups).
• Register participants accurately and maintain updated client and participant records.
• Prepare attendance lists, registration summaries, and internal tracking reports.
• Conduct post-workshop follow-ups with participants for feedback, next steps, or continuation into further programs.

2. Course & Workshop Operations

• Handle pre-course arrangements including venue coordination, room setup, materials preparation, and scheduling.
• Coordinate logistics such as transportation (to and fro), accommodation, meals, and equipment where required.
• Support on-site setup and ensure smooth execution before, during, and after workshops or programs.
• Liaise with internal team members, facilitators, and external vendors to ensure all arrangements are in place.

3. Invoicing & Payment Follow-Up

• Prepare and issue invoices to participants accurately and on time.

• Track payments, follow up on outstanding invoices, and maintain clear payment records.
• Update management regularly on payment status, outstanding receivables and cash flow status.
• Ensure billing and collections are handled with professionalism and consistency.

4. Accounts & Finance Support

• Maintain and update the company accounting system (data entry, documentation, basic reconciliation).
• Organise and file invoices, receipts, and payment records systematically.
• Assist with monthly reporting and support accounts closing when required.
• Ensure records are clear, traceable, and ready for audit or management review.

5. Ad-hoc Support

·       Perform additional tasks that may arise from time to time in the course of day-to-day operations.

Requirements

• Strong organisational skills with high attention to detail.
• Clear, professional communication skills with clients and partners, in both English and Mandarin.
• Able to manage multiple tasks, deadlines, and follow-ups independently.
• Basic accounting knowledge and experience using accounting systems.
• Reliable, responsible, and steady—especially during peak workshop periods.
• Able to work calmly under pressure and adapt to changing schedules.
• Degree holder preferred.

Working Arrangements

• Working hours 9:00 to 18:30, Monday to Friday, subject to operational needs and deadlines.
• This role requires commitment to outcomes, not clock-watching.
• Weekend work or travel may be required during workshops or programs.
  Time off or working hour adjustments will be arranged accordingly.