Administration & Customer Service Coordinator

Key Responsibilities

1. Administration & Office Operations

• Oversee daily office operations including security, maintenance, inventory, and records management

• Manage front office activities including receiving guests and handling calls

• Coordinate internal and external communications (emails, memos, enquiries)

2. Student Administration & Support

• Manage the full student admission and onboarding process

• Track attendance, performance reports, and student satisfaction feedback

• Coordinate timetables, learning materials, and e-learning logistics

• Ensure timely communication to students on academic and administrative matters

• Maintain accurate student records, databases, and reports

• Support certification processes, final projects, and student placements

3. Trainer Coordination

• Support trainer onboarding and ensure agreements (MOUs) are in place

• Coordinate training schedules, calendars, and communication

• Ensure timely submission and quality control of lesson plans and materials

• Maintain organized records of training content and recordings

• Track trainer attendance and support invoice reconciliation

• Facilitate trainer feedback and continuous improvement initiatives

4. Certification & External Body Coordination

• Act as liaison with certification bodies (e.g., CIM)

• Support students through certification processes and communicate results

• Maintain certification performance records and reports

5. Customer Care & Relationship Management

• Build and maintain strong relationships with students, trainers, and stakeholders

• Handle enquiries, feedback, and complaints promptly and professionally

• Monitor satisfaction levels and implement improvements

• Maintain accurate customer records and reports

• Drive engagement, referrals, and repeat business

6. General Support

• Provide administrative support to finance (documentation, petty cash, collections)

• Support marketing and other teams as needed

• Contribute to a collaborative, team-oriented environment 

Qualifications & Requirements

• Bachelor’s degree in Business Administration or a related field

• Minimum of 3 years’ experience in an administrative or customer service role

• Strong communication, organizational, and problem-solving skills

• High attention to detail with the ability to manage multiple priorities

• Proficiency in Google Workspace and administrative systems

• Ability to use relevant AI tools

• Strong interpersonal skills with a customer-centric mindset

• Ability to work both independently and collaboratively