At a Glance
- Tasks: Support daily operations, manage data, and engage with caregivers in a dynamic environment.
- Company: A mission-driven organisation focused on inclusion and support for persons with disabilities.
- Benefits: Competitive salary, professional development, and a chance to make a real difference.
- Other info: Fast-paced role with opportunities for cross-departmental collaboration and growth.
- Why this job: Join a passionate team and help create a welcoming space for clients and caregivers.
- Qualifications: 2 years of customer service experience and a diploma in business or office management.
The predicted salary is between 30000 - 42000 € per year.
The Operations & Admin Executive plays a pivotal role in supporting the day-to-day operations and administration of the organization. This includes front-line caregiver engagement, data management, inventory tracking, and cross-departmental coordination. In addition, the role provides admin support to the CEO and Director of Operations, ensuring efficient scheduling, communication, and follow-up on strategic and administrative matters.
Client Services / Operations
- Oversee the upkeep and cleanliness of the centre’s front-of-house area to ensure a welcoming environment for clients, caregivers and visitors.
- Maintain Caregiver Welfare supplies and handle re-ordering or replenishment as needed to support daily operations.
- Provide first-line support for incoming afternoon phone calls and WhatsApp enquiries from caregivers (e.g. attendance matters, make-up sessions, trainer coverage).
- Attend to walk-in sales professionally and update relevant tracking files.
- Monitor incoming enquiries from contact mailbox, mainline and walk-in ensure all incoming enquiries are acknowledged and responded to promptly.
- Track, delegate, and escalate enquiries to the appropriate departments or team members for timely follow-up and resolution.
- Maintain and update the programme Attendance "Master List" to support programme and finance tracking.
- Ensure timely updates of the Update File and other documentation for audit and reporting.
- Process new enrolments, including initial intake sessions, financial assistance applications, and invoice requests.
- Manage client discharge or withdrawal processes, ensuring proper documentation, communication, and coordination with relevant programme teams.
- Coordinate and facilitate session redemptions and attendance matters, including tracking client’s attendance and following up on make-up sessions for valid absences as per Service Guide.
- Support trainer coverage by working with the relevant programme team.
- Track and follow up with Caregivers on outstanding term invoices and coordinate with Finance to ensure that payment is received promptly, prior to the due date.
- Undertake any other tasks or projects as assigned by the supervisor or management team to support the smooth operation of the centre and the fulfilment of the organisation’s mission.
Admin Support to Management (CEO office)
- Manage and coordinate calendars, appointments, and meetings, including internal and external engagements.
- Assist with travel arrangements, logistics, and preparation of meeting materials or presentations.
- Draft and manage email correspondence, follow-ups, and reminders on behalf of the CEO and Director of Operations.
- Provide administrative support during key events, board meetings, or special projects as assigned.
- Maintain confidentiality and discretion in all communications and documentation.
Job Requirements
- At least 2 years of related experience (Customer services).
- Diploma in related field (Business / Office Management).
- Passionate in working with persons with disabilities.
- Passionate about inclusionary practice and implementation of intervention strategies.
- Strong organisational, interpersonal and communication skills with service quality mindset.
- Proficient in basic IT skills (Microsoft).
- Ability to handle multiple tasks efficiently and work independently in a fast-paced environment.
- High level of professionalism, discretion and attention to detail.
Operations and Admin Executive employer: EXTRAORDINARY PEOPLE LIMITED
As an Operations and Admin Executive, you will thrive in a supportive and inclusive work environment that prioritises caregiver welfare and client satisfaction. Our organisation fosters a culture of collaboration and professional growth, offering opportunities for skill development and career advancement while making a meaningful impact in the lives of individuals with disabilities. Located in a vibrant community, we provide a welcoming atmosphere where your contributions are valued and recognised.
Contact Detail:
EXTRAORDINARY PEOPLE LIMITED Recruiting Team
StudySmarter Expert Advice🤫
We think this is how you could land Operations and Admin Executive
✨Tip Number 1
Network like a pro! Reach out to your connections in the industry and let them know you're on the hunt for an Operations and Admin Executive role. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Understand their mission and values, especially around inclusionary practices. This will help you tailor your responses and show that you're genuinely interested in being part of their team.
✨Tip Number 3
Practice makes perfect! Conduct mock interviews with friends or family to get comfortable with common questions. Focus on showcasing your organisational skills and experience in customer service, as these are key for the role.
✨Tip Number 4
Don't forget to apply through our website! It's the best way to ensure your application gets noticed. Plus, it shows you're proactive and serious about joining our team. Good luck!
We think you need these skills to ace Operations and Admin Executive
Some tips for your application 🫡
Tailor Your CV:Make sure your CV reflects the skills and experiences that match the Operations & Admin Executive role. Highlight your customer service experience and any relevant admin tasks you've handled in the past.
Craft a Compelling Cover Letter:Use your cover letter to tell us why you're passionate about working with persons with disabilities. Share specific examples of how you've contributed to a welcoming environment or supported team operations in previous roles.
Showcase Your Organisational Skills:In your application, emphasise your ability to manage multiple tasks efficiently. We want to see how you’ve successfully juggled various responsibilities in a fast-paced environment before.
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and get you into our system quickly. Plus, it shows you’re keen on joining our team!
How to prepare for a job interview at EXTRAORDINARY PEOPLE LIMITED
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Operations & Admin Executive role. Familiarise yourself with the key responsibilities like caregiver engagement and data management. This will help you demonstrate how your skills align with what they’re looking for.
✨Showcase Your Organisational Skills
Since this role requires strong organisational abilities, prepare examples from your past experiences where you successfully managed multiple tasks or projects. Highlight how you maintained attention to detail and ensured smooth operations in a fast-paced environment.
✨Prepare for Scenario Questions
Expect scenario-based questions that assess your problem-solving skills. Think of situations where you had to handle client enquiries or coordinate between departments. Practising these scenarios will help you articulate your thought process during the interview.
✨Demonstrate Your Passion for Inclusion
Given the focus on working with persons with disabilities, be ready to discuss your passion for inclusionary practices. Share any relevant experiences or initiatives you've been part of that showcase your commitment to supporting diverse communities.
