Job Description

Overview

The Pre-Operation Admin Executive plays a key role in supporting the setup of new preschool franchise centres. This role ensures all pre-operation processes from handling agreements to ordering materials and coordinating training, are carried out smoothly, accurately, and on time. The position provides administrative, coordination, and operational support to ensure franchisees are fully prepared for centre opening.

Key Responsibilities

1. Pre-Operation Coordination

Act as the main administrative contact for new franchisees during pre-operation stages. Assist franchisees with understanding timelines, documentation requirements, and operational readiness. Track progress of each centre's pre-opening checklist and follow up accordingly. Coordinate with internal departments to ensure smooth flow of information and tasks (marketing, ops, accounts, training).

2. Agreement & Documentation Handling

Assist in preparing, issuing, and tracking franchise agreements and related documents. Ensure all agreements are properly signed, stamped, and filed according to compliance requirements. Maintain accurate records of all franchise-related documents and renewal dates. Liaise with franchisees to collect required documents, forms, and compliance submissions.

3. Ordering & Procurement (Pre-Opening Supplies)

Consolidate and prepare pre-opening orders for new centres (teaching materials, equipment, uniforms, stationeries, signage, etc.). Liaise with approved suppliers for quotations, ordering, delivery schedules, and stock availability. Coordinate delivery timelines to ensure items are received before the centre opening date. Maintain updated records of costs, suppliers, delivery status, and inventory for pre-operation supplies. Ensure franchisees are aware of required items and ordering cut-off dates.

4. Training Coordination

Coordinate training sessions for franchisees and their staff. Schedule training dates, prepare training materials, and communicate agendas to participants. Prepare attendance lists, certificates, evaluation forms, and training records. Support trainers with classroom setup, equipment preparation, and logistics. Track and maintain training completion records for all new franchise centres.

5. Operational Setup Support

Ensure all necessary documents and materials are prepared for centre opening (SOP files, manuals, checklists, forms). Prepare centre signage lists, classroom labels, operations files, and onboarding packs. Assist in coordinating centre readiness checks prior to opening day. Follow up on any pending pre-opening tasks and support franchisees in closing gaps.

6. General Administrative Support

Handle administrative tasks such as filing, data entry, document tracking, and communication with franchisees. Assist in updating pre-operation trackers, schedules, and SOP documents. Provide support for internal meetings, reports, and operational updates.
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