Fei Sean Ong

Operational, Accounting, and General Administrative Responsibilities

• Oversee daily operations, ensuring smooth functioning of the centre. Ensure staff-child ratios are met according to regulations.
• Conduct routine workarounds to check classrooms and learning environments.
• Manage parent inquiries, feedback, registrations, and follow-ups for waitlisted children.
• Arrange and conduct school tours, assisting parents with inquiries and enrolments.
• Guide parents in completing ECDA forms and verify submitted documents for accuracy.
• Assist parents with CDA GIRO forms/GIRO form applications and mail submissions.
• Maintain and update child profiles, including enrolment records, medical history, allergies, emergency contacts, and attendance.
• Process enrolments, withdrawals, subsidy reapplications, program changes, yearly fee updates, and school closure declarations.
• Apply for exceed capacity or overage admissions in CMS and prepare staff-child ratio forms.
• Review and verify the accuracy of the monthly ECDA GSII Report.
• Report infectious disease cases to CMS and MOH.
• Handle daily email communications with parents, suppliers, vendors, and internal staff.
• Conduct morning health checks and oversee child pick-ups in the evening.
• Prepare and update essential school documents, including cleaning lists, kitchen list, infant care/childcare menu, medication administration forms, and enrichment name lists.
• Keep emergency contacts, allergy records, and fee records updated.
• Conduct stock-taking and replenish necessary supplies.
• Submit monthly marketing lists and petty cash claims.
• Process payment vouchers, medical/dental reimbursements, and banking transactions.
• Broadcast important notices to parents, including school fee reminders, closures, consent forms, and outbreak updates.
• Manage faulty equipment and coordinate repairs with technicians, handymen, or contractors.
• Oversee quarterly servicing for air conditioning, fan cleaning, and pest control.
• Support quarterly POP submissions, school fee updates, enrichment enrolments, and attendance tracking.
• Assist in planning teachers' monthly schedules, shift duties, and manpower arrangements.
• Maintain staff first aid records and follow up on first aid certification renewals.
• Collect and record school fees, miscellaneous fees, and enrichment fees.
• Maintain accurate financial records and ensure timely processing of payments.
• Prepare monthly CDA GIRO transactions and supplier/vendor payments.
• Reconcile subsidies in the GSII report with school fee records.
• Process vendor and supplier payments via the DBS portal, ensuring proper documentation of vouchers, bank statements, and receipts.
• Email payment receipts to parents and follow up on insufficient payments.
• Prepare month-end reports and reconcile school fees with bank statements.
• Manage payments for other centres, including aircon servicing, pest control, uniform orders, and school resources.
• Handle internal and external audits, such as subsidy audits and CDA audits.
• Apply for work permits and prepare employment letters.
• Process letters of consent for LTVP staff and student passes.
• Support and participate in learning activities, excursions, and event celebrations with children.
• Assist in year-end concert preparations, including stage setup, ordering, transport arrangements, and coordination with venue vendors.
• Oversee the ordering of gifts for Teacher's Day, Children's Day, student readers, uniforms, and school resources for all centres.
• Perform other duties as assigned by the centre director.

Export - Hong Kong Team

• Focus exclusively on processing all Hong Kong bills and handling Hong Kong-based customers.
• Process import invoice financing transactions, including registration, document checking, AML verification, and client signature authentication.
• Conduct vessel checks, price checks for commodities, application referrals, and approval monitoring.
• Handle transaction processing for creation, retirement, early repayment, amendments, and cancellations in the system.
• Manage shipping guarantee transactions, including document verification, AML checks, SG creation, and SG release in the system.
• Support processing of LC advising, export invoice financing, and import collection, ensuring accurate registration, verification, and compliance.
• Report funding to the treasury and book exchange rates with the deal room.
• Perform end-of-day transaction reconciliation and follow up on pending, overdue, or unpaid bills.
• Provide trade support and advisory services to clients, business units, and trade sales teams while maintaining strong relationships.
• Organize and maintain documentation, ensuring accurate filing and compliance.
• Handle ad-hoc tasks assigned by officers.

Import – TR Department

• Process import invoice financing transactions, including creation, retirement, amendment, and cancellation in the system.
• Manage shipping guarantee transactions, ensuring accurate document verification, SG creation, and SG release.
• Provide trade support and advisory services to clients, ensuring smooth transaction processing.
• Perform import invoice financing and shipping guarantee transactions, including creation, retirement, amendments, remittances, and foreign cheque processing for overseas branches (Brunei, Vietnam, Korea, Taiwan, Malaysia, Myanmar).
• Oversee ordering of stationery and cashier orders to support departmental operations.

• Maintain and record financial accounts, including expenditures, profit, and loss tracking.
• Verify payment accounts and process transactions in the system to ensure accurate check printing.
• Generate and review financial reports.
• Handle the exchange of the Bill of Lading at the shipping company.
• Prepare bank reconciliation statements, ensuring final balances match the General Ledger, and post necessary adjustment entries.
• Organize and maintain supporting documents, including receipts, purchase orders, invoices, and bills payable.
• Manage the full accounting cycle, including account opening, posting entries, closing accounts, and preparing various financial reports.
• Sort and file documents systematically .

• Coordinate all shipping-related services to ensure smooth operations.
• Prepare and manage shipping documents, including the Bill of Lading, arrival notices, invoices, and delivery orders.
• Handle booking services with co-loaders for import, export, and trans-shipment.
• Liaise with clients to provide shipping arrangements, services, rates, and route details.
• Collaborate with freight forwarders for shipment planning and confirmation of import/export shipments.
• Send pre-alert notifications to overseas clients to ensure timely updates.
• Release delivery orders to clients, ensuring proper documentation and compliance.

• Process import, export, and trans-shipment permit declarations in the system.
• Arrange loose cargo clearance for clients, ensuring smooth processing.
• Coordinate with transporters, customs officers, shipping agents, and consignees on cargo clearance and documentation.
• Prepare client invoices and maintain accurate data records.
• Generate job orders and arrange transportation/trucking services.

• Conduct 100% inspection of spare parts using a microscope, checking critical dimensions, appearance, bent, scrap, and missing parts.
• Utilize basic measuring equipment, such as micrometers and dial calipers, to ensure accuracy.
• Perform data entry, generate monthly reports, and maintain proper document filing.