1. Placement & Workshop Support

• Manage registration for placement-related workshops, activities, and Care & Career programmes.

• Maintain attendance records for placement-related workshops and events.

• Support the organisation and execution of Care & Career workshops or activities.

• Handle logistics setup including Zoom meetings, breakout rooms, scheduling, and venue booking.

2. Key Corporate Management

• Build key corporate partnership relationships, identify employment opportunities for corporates, negotiate and close partnership deals, and keep abreast of current market conditions.

• Conceptualise, develop and manage projects, including project strategy design, stakeholder management, programme structures, systems development and project operations.

• Collaborate with the various academic units in developing courses and training solutions, seek government funding support and engage in employer outreach activities, based on strategic priorities.

• Screen potential partnership deals by analysing market strategies, deal requirements and financials; evaluating options; resolving internal priorities.

• Collaborate with relevant partners and government agencies to drive projects that can impact the industry sectors and target group of individuals through upskilling and training solutions.

3. Trainee Enrolment & Application Administration

• Manage and respond to applicant enquiries via Qualtrics, email, and phone.

• Collect and collate required applicant documents including resumes, qualifications, and transcripts.

• Coordinate and schedule candidate interviews.

• Verify trainee eligibility for Additional Course Fee Funding Support (AFS) in the TPGateway system.

• Update trainees on their AFS status and follow up on outstanding items.

• Liaise with trainees on enrolment matters to ensure timely completion of requirements.

• Coordinate administrative requests and align training schedules with Faculties and Schools.

4. Lead Management & Outreach Support

• Conduct call and email follow-ups with leads generated from paid advertisements.

• Provide course information and track interest levels from potential trainees.

5. Reporting & Data Management

• Conduct employment surveys and generate reports for analysis and submission.

• Gather, collate, and update information on trainees’ employment status.

• Provide weekly updates to the placement tracking file to ensure data accuracy and programme visibility.

6. Secretariat & Administrative Support

• Perform day-to-day administrative duties and process general administrative requests.

• Provide secretariat support including notetaking, meeting documentation, and milestone tracking.

• Schedule meetings and manage booking of meeting rooms.

• Manage training schedules and support operational coordination.

• Support post-training activities for e.g. conducting surveys by contacting the graduates

Interested candidates, please email your resume to annasee@recruitexpress.com.sg

Anna See Sing Yee

CEI Reg R25157535

Recruit Express Pte Ltd

EA License No: 99C4599

We regret that only shortlisted candidates will be contacted

Administration Manager Responsibilities:

In a pipe installation company, the Administration Manager acts as the central hub connecting field operations, engineering teams, and corporate leadership. This role requires a balance of traditional office management and specialised industrial knowledge, ensuring that projects remain compliant, documented, and properly supported from a logistical standpoint.

1. Project Support & Documentation

Pipe installation involves heavy documentation to meet safety and engineering standards.

• Permit Management: Oversee the application and tracking of excavation, road opening, and environmental permits.

• Project Documentation: Maintain "As-Built" drawings, welding logs, pressure test reports, and material certificates (MTRs).

• Contract Administration: Reviewing client contracts for administrative requirements and ensuring all billing milestones are documented.

2. Workforce & Site Coordination

Managing the logistics of a mobile and often specialised workforce.

• Crew Scheduling: Coordinating with Project Managers to ensure field crews have the necessary lodging, transportation, and daily reporting tools.

• Subcontractor Liaison: Managing the onboarding, insurance verification, and payment processing for specialised subcontractors (e.g., non-destructive testing technicians or heavy equipment operators).

• Timekeeping: Oversight of field timesheets, ensuring accurate allocation of labour hours to specific project codes for job costing.

3. Procurement & Supply Chain

Ensuring the "right materials at the right time" to prevent costly site delays.

• Vendor Management: Negotiating rates with suppliers of pipes, fittings, valves, and heavy machinery rentals.

• Inventory Control: Monitoring yard stock and ensuring materials are tagged and tracked from delivery to installation.

• Logistics: Organizing the transport of large-diameter pipes and heavy equipment to remote or restricted-access sites.

4. Compliance, Safety & Quality (QHSE)

Supporting the safety culture that is critical in high-pressure piping environments.

• Certification Tracking: Maintaining a database of welder qualifications, heavy equipment operator licenses, and safety training (OSHA/HSE).

• Audit Support: Preparing documentation for ISO audits or client-led safety inspections.

• Incident Reporting: Managing the administrative side of site incidents, including insurance claims and worker’s compensation filings.

5. Financial Administration

Liaising with the finance department to maintain project profitability.

• Budget Oversight: Monitoring administrative overhead and site-specific "sundry" expenses.

• Progress Billing: Coordinating with Site Engineers to verify work completion percentages for monthly invoicing.

• Accounts Payable: Verifying field invoices against delivery tickets before authorizing payment.

6. General Office Management

• Facility Management: Overseeing the maintenance of the central office and any temporary site trailers.

• IT & Communication: Ensuring field teams have reliable communication tools (radios, tablets, satellite phones) for remote locations.

• Staff Supervision: Managing a team of administrative assistants, receptionists, or document controllers.

Key Performance Indicators (KPIs)

• Permit Lead Time: Reducing the time between project award and "breaking ground."

• Documentation Accuracy: Zero "missing" material certificates during final project handover.

• Overhead Control: Keeping administrative costs within 5-10% of the total project budget.

Company Overview

TEMBUSU Asia envisions leading environmental and sustainability consulting in Asia, delivering innovative solutions on Water, Energy, Waste, Environment, Climate, Infrastructure, Cities Resilience, and Education to support Asia’s sustainable development aligned with UN SDGs.

Job Summary

Support business development and project administration for carbon, sustainability, environmental, and ecological projects by coordinating proposals, client engagement, and project delivery activities.

Responsibilities

• Identify and track business opportunities in carbon, sustainability, environmental, and ecology-related projects and capacity building to support growth initiatives
• Prepare proposals, concept notes, presentations, and capability statements to advance business development efforts
• Maintain and update client databases, CRM records, and opportunity pipelines to ensure accurate and accessible information
• Coordinate meetings, follow-ups, and communications with clients and partners to facilitate engagement and collaboration
• Provide administrative and coordination support for consulting and training projects to ensure smooth project execution
• Assist in managing project documentation, schedules, reporting, and records to maintain project transparency and compliance
• Organize logistics for workshops, training programmes, and stakeholder meetings to enable effective event delivery
• Track project deliverables, invoicing milestones, and basic financial documentation to support project financial management
• Support academy programmes by managing training materials, participant records, and feedback summaries to enhance learning outcomes
• Work independently within a small, dynamic team to contribute effectively to project and business development goals

Preferred competencies and qualifications

• Bachelor’s degree in business administration, Project Management, or related field.
• Exposure to sustainability, carbon, environmental, or ecological projects to enhance domain knowledge and project relevance
• Process 2 to 4 years' experience in business development and project administration
• Strong organizational, communication, and negotiation skills
• Proficiency in MS Office and project management tools

• Other Information

• Exposure to regional sustainability, climate, and environmental projects
• Opportunities to collaborate with senior consultants and international partners
• Purpose-driven and collaborative work environment

---

Responsibilities

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes
• Recruit and train personnel and allocate responsibilities and office space
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Manage schedules and deadlines
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Oversee facilities services, maintenance activities and tradespersons (e.g electricians)
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations
• Keep abreast with all organizational changes and business developments

Requirements and skills

• Proven experience as administration manager
• In-depth understanding of office management procedures and departmental and legal policies
• Familiarity with financial and facilities management principles
• Proficient in MS Office
• An analytical mind with problem-solving skills
• Excellent organizational and multitasking abilities
• A team player with leadership skills
• Ability to work shift, weekend and public holiday
• Standby for 24 hours

Administration & Accounting Manager (Aviation, Logistics Industry)

Job Description :
Responsibility for all administrative, financial, and human resource functions of the Singapore Branch. This role ensures the efficient operation of all support services, maintains regulatory compliance to enable the branch to achieve its operational and commercial objectives.

Key Responsibilities:
Leadership & Administration
• Develop and execute comprehensive administrative strategies aligned with corporate objectives to enhance operational efficiency.
• Planning, design, and implementation of the branch's organisational structure and development plans.
• Full accountability for the annual administration budget, ensuring rigorous cost control.
• Design and implement strategic manpower plans to effectively support branch operational requirements.
• Improvement initiatives across all administrative processes and systems to optimise performance.
• Oversee all internal branch coordination and general affairs, ensuring seamless collaboration between the Administration, Sales, and Freight Service sections.
• Establish SOPs for managing events or incidents that may impact company operations, staff or stakeholders.

Financial Management & Control
• Oversee all accounting operations, including the management of tax affairs, fixed assets, and financial compliance.
• Ensure the accuracy and integrity of all financial reporting in accordance with corporate accounting standards.
• Manage accounts receivable processes, including the issuance of cargo income documentation and related expense processing.
• Direct customer credit management and oversee the recovery of outstanding receivables.
• Supervise the distribution of Airway Bills and related documentation, including coordination with General Sales and Service Agents (GSSA).

Human Resources
• Manage employee lifecycle for local staff, including recruitment, onboarding, transfers, promotions, and retirement processes.
• Administer compensation and benefits structures, including the coordination of salaries for local staff and tax filing to IRAS
• Manage employee fringe benefits, along with all health, safety, and welfare matters.
• Ensure all practices adhere to local employment regulations and labour laws.

Operations, Facilities & Vendor Management
• Manage the procurement, maintenance, and oversight of all branch facilities, equipment, and infrastructure.
• Oversee the selection, contracting, and quality management of in-flight meal services.
• Manage flight crew logistics, including transportation, hotel reservations, and accommodation contracts.

Compliance, Government & External Relations
• Serve as the primary liaison with various government agencies, regulatory bodies, and external organizations.
• Manage the submission of all regulatory applications and ensure full compliance with local statutory requirements.
• Proactively coordinate with external stakeholders to maintain positive regulatory relationships.
• Ensure all administrative activities strictly comply with aviation security and other relevant industry regulations.
• Handle all branch general affairs and lead public relations activities to uphold corporate image. Manage the preparation and submission of all required applications and reports to government and regulatory bodies.
• Coordinate with partner companies regarding auxiliary flight operation services.

Job Requirement

• 8 years of administrative management experience (Accounting MUST)
• Knowledge of HR practices (Payroll, VISA applications etc) , financial management, and facility administration
• Experience in government liaison and regulatory compliance
• Proven track record in budget management and cost control
• Experience in vendor management and contract negotiation
• Preferably someone with hands-on experience and the ability to manage multiple tasks flexibly.　

Skills & Competencies:
• Excellent financial acumen and budgeting skills
• Effective communication and stakeholder management
• Strategic planning and organizational abilities
• Problem-solving and decision-making skills
• Knowledge of local labour laws and regulations
• Proficiency in office management

Interested applicants pls send in a copy of your resume with your current, expected salaries and availability in Microsoft Word format to Low See Wei (R1551122) for immediate processing.

Kindly indicate in your email subject title as "Job Application for 20143 Administration & Accounting Manager (Aviation, Logistics Industry) SW228"

Only shortlisted candidates will be notified, other applications will be updated to our database for future job opportunities

Thank you.

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Please find Privacy Policy Agreement from the below link.

Job Description & Requirements

Administration Manager job brief

We are looking for an experienced Administration Manager to supervise daily support operations of our company and plan the most efficient administrative procedures. You will lead a team of professionals to complete a range of administrative duties in different departments.

A great administration manager has excellent communication and organizational skills. The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently.

The goal is to ensure all support activities are carried on efficiently and effectively to allow the other operations to function properly.

Administration Manager Responsibilities

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes

• Recruit and train personnel and allocate responsibilities and office space

• Assess staff performance and provide coaching and guidance to ensure maximum efficiency

• Ensure the smooth and adequate flow of information within the company to facilitate other business operations

• Manage schedules and deadlines

• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints

• Monitor costs and expenses to assist in budget preparation

• Oversee facilities services, maintenance activities and tradespersons (e.g electricians)

• Organize and supervise other office activities (recycling, renovations, event planning etc.)

• Ensure operations adhere to policies and regulations

• Keep abreast with all organizational changes and business developments

• Perform any other duties assigned by the director.

Administration Manager Requirements and skills

• Proven experience as administration manager

• In-depth understanding of office management procedures and departmental and legal policies

• Familiarity with financial and facilities management principles

• Proficient in MS Office

• An analytical mind with problem-solving skills

• Excellent organizational and multitasking abilities

• A team player with leadership skills

• BSc/BA in business administration or relative field

• The ability to work under pressure.

• Availability to work within opening hours (e.g. evenings, holidays, weekends).

Responsibilities:

• Develop and execute HR strategies aligned with the company's objectives, fostering a high-performance culture, and promoting employee engagement.
• Oversee all aspects of the HR function, including recruitment, talent acquisition, onboarding, compensation and benefits administration, performance management, employee relations, and training and development.
• Lead the development and implementation of HR policies, procedures, and programs to ensure compliance with legal requirements and best practices.
• Manage and provide guidance on complex HR issues, including employee grievances, disciplinary actions, and legal compliance.
• Collaborate with Department Heads to identify staffing needs and develop effective recruitment and retention strategies.
• To attract and retain top talent, enhancing the company's reputation as an employer of choice.
• Develop and manage the administrative functions, including office management, facilities, procurement, vendor management, and contract negotiations.
• Champion employee welfare programs, and well-being initiatives.
• Collaborate with Management, Human Resource Committee and Management Committee to develop and manage the HR and administrative budget.
• Prepare HR matrices and reports, providing insights and recommendations to drive strategic decision-making.
• Stay abreast of industry trends and best practices in HR and administration, proactively identifying opportunities for improvement.
• Collaborate closely with Union, review and make recommendation for the renewal of Collective Agreement in renewal negotiations.

Job Requirements:

• Bachelor's Degree in Human Resources Management, Business Administration, or a related field with a minimum of 8 years’ experience.
• Proven experience in a similar leadership role, with a strong understanding of local labour laws, employment regulations, and HR best practices.
• Demonstrated ability to develop and implement HR strategies that support the Club objectives.
• Excellent interpersonal and communication skills, with the ability to effectively collaborate with Human resource Committee.
• Strong leadership skills, capable of inspiring and motivating a team.
• Proficiency in Microsoft Office applications, and other relevant software tools.
• Ability to maintain confidentiality, handle sensitive information, and assist the General Manager and Management in making sound decisions.
• Strategic mindset with the ability to anticipate challenges and provide innovative solutions.

Job Summary:
We are seeking an experienced HR professional to manage the full spectrum of human resources functions, including recruitment, employee relations, compensation and benefits, learning and development, and administrative operations, while supporting strategic HR initiatives and organisational growth.

Key Responsibilities:

• Lead recruitment, onboarding, and manpower planning
• Manage HR operations, employee records, and employee relations
• Oversee compensation, benefits, payroll data, and attendance tracking
• Manage performance appraisal systems
• Drive learning and development initiatives and staff engagement activities
• Maintain company assets and ensure compliance with HR policies
• Support strategic HR planning across the employee lifecycle
• Oversee general administrative and office operations

Interested applicants may email resume to kellychooi@recruitexpress.com.sg

Chooi Kelly (CEI Registration No: R25136207)

Recruit Express Pte Ltd (EA: 99C4599)

We regret only shortlisted candidates will be contacted

Will be the nerve center of our customer support operations. You'll monitor real-time performance across phone, chat, and email channels, proactively identifying and resolving service level deviations before they impact customers. You'll lead a team of real-time analysts, coaching them to excellence while serving as the primary escalation point for operational challenges. Your decisions will balance customer experience, employee wellbeing, and business efficiency. You'll create and maintain playbooks for intraday management, execute tactical interventions including schedule adjustments and overtime management, and collaborate with Planning, Scheduling, and Operations teams to optimize resource allocation. You'll analyze performance metrics, identify patterns, and drive continuous improvement across all aspects of workforce management.

· Manage development and implementation of business strategyapproved by CEO

· Monitoring and reporting of company performance (monthlyperformance analysis report and financial reports against targets)

· Legal representation of company and maintain regularcontact with overseas government including timely reports (tax department andother agencies as required)

· Establish and maintain an effective local and overseasmarketing and sales strategy (Direct sales, B2B contracts)

· Represent company in corporate meetings (Both inSingapore, ASEAN countries and in China).

· Acquire new partnerships in the ASEAN and China market.

· Creating, optimizing, and monitoring corporate travelpolicies.

· Analyzing and preparing reports on travel tours.

· Ensuring operations run smoothly
Job Requirements

· Degree in hospitality and tourism related field

· Personal network of travel partners in ASEAN and China is a must

Key Responsibilities:

* Oversee and manage day-to-day administrative operations of the company

* Develop and implement administrative policies and procedures

* Support outlet operations by coordinating with store managers and ensuring smooth workflow

* Handle office management, including supplies, facilities, and vendor coordination

* Manage documentation, contracts, and company records

* Liaise with internal departments such as HR, Finance, and Operations

* Monitor and control administrative budgets and expenses

* Ensure compliance with company policies and relevant regulations

* Support management in business planning and operational improvements

* Supervise and guide administrative staff

Requirements:

* Diploma or Degree in Business Administration or related field

* Minimum 3–5 years of administrative or operations experience (F&B industry preferred)

* Proficient in Microsoft Office and administrative systems

* Leadership experience is an added advantage

Leong Jia Qi Reg No. : R24124746

The Supreme HR Advisory Pte Ltd EA No. : 14C7279

Job Description

• Implement and ensure policy is communicated to research offices, research performers by taking ownership of all channels (e.g. updating website, project portal, e-mailers, emails) in accordance with the planned Call for Projects schedule.
• Implement workflows and SOP in accordance with policy
• Manage day-to-day research performers" requests and queries
• Execute Call for Projects administration (including managing applications, LOA issuance, Quarterly projections, and Onboarding) according to schedule.
• Implement monthly utilisation rate tracking reports (dashboards with Excel or Power BI) for management reporting
• Provide a structured summary of utilisation performance by orgs and share with respective ROs during monthly engagement sessions, and provide recommendations to improve user experience
• Ensure that research performers' requests for support are met on time.
• Able to independently lead monthly engagement sessions with ROs to update them on the call for projects, research performers" project utilisation status and improve familiarisation of policy and overall administration of resource allocation processes
• Contribute and support company-wide events.

Job Requirements

• Minimum 3 years of experience in business analytics and/or administration and/or project management experience, with a background or interest in IT and/or grant call administration.
• Strong analytical skills with the ability to analyse complex issues and convey concise,
  clear accounts of information.
• Ability to work independently with minimum supervision
• Self-motivated and willing to learn, adapt, change, and grow as a professional.
• Experience in the administration of research grant calls, government agencies engagements, and the high-tech sector will be an advantage.

Only shortlisted candidate will be notified.

GMP Recruitment Services (S) Pte Ltd | EA Licence: 09C3051 | EA Personnel: Jaremy Ong | Registration No: R1876766

This is in partnership with the Employment and Employability Institute Pte Ltd (e2i).

e2i is the empowering network for workers and employers seeking employment and employability solutions. e2i serves as a bridge between workers and employers, connecting with workers to offer job security through job-matching, career guidance and skills upgrading services, and partnering employers to address their manpower needs through recruitment, training, and job redesign solutions. e2i is a tripartite initiative of the National Trades Union Congress set up to support nation-wide manpower and skills upgrading initiatives.

By applying for this role, you consent to GMP Recruitment Services (S) Pte Ltds PDPA and e2is PDPA.

Responsibilities

• Provide overall support for operations , co-ordination and general office administration through a variety of tasks related to organization and communication.
• Scheduling Courses and Coordination
• Plan and improve SOP
• Plan and scheduling trainers and assignments
• Co-ordinating with Trainers and stakeholders
• Provide Training for new Trainers
• Provide Customer service ,support and guide to trainees enquiries
• Provide Simple IT support to trainees and stakeholders
• Plan and organise regular business reviews
• Assist in preparation of monthly report and update meeting with senior management
• Develop and maintain a filing system
• Provide support in project research work
• Assist in the planning and organising of eco-system, internal engagements and transformation initiatives
• Assist in commercialisation of products and solutions
• Provide support in the marketing and promotions of the Business Innovation Centre
• Provide after course and during course support.
• Able to follow up with claims and collection of fee.
• Able to travel to branches to branches
• Able to ensure a smooth day to day operations process
• Simple Book-Keeping

Requirements

• Minimum GCE A Level/Diploma in any discipline
• Good communication skills and with an excellent command of English.
• Proficient in Microsoft Office
• Proactive and with a positive mentality, creative with excellent presentation, communication, negotiation and interpersonal skills
• Able to work independently and as well as a team player
• Able to lead the team and have good initiative
• Prior operations and office administration experience preferred
• Prior to WSQ claim and operation experience preferred
• Able to work independently and as well as a team player
• Able to lead the team and have good initiative

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together - building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities - all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

• This position is for SMU Executive Development (SMU ExD).
• Operational Administration:
• Oversee the day-to-day administrative and operational functions of the Executive Development office, including management of office supplies, equipment, and facilities.
• Maintain efficient administrative processes to ensure smooth office operations and programme support.
• Serve as a key point of contact for internal departments and external stakeholders on administrative and operational matters.
• Procurement and Financial Administration:
• Co-support the preparation and submission of Ariba Purchase Requisitions (PR) and related procurement documentation and contracts on a day-to-day basis.
• Process reimbursements and coordinate with vendors to ensure accurate documentation and timely payments.
• Work closely with the Accounts Payable (AP) team to ensure prompt vendor payments and to streamline the invoicing and payment processes.
• Monitor and track departmental budgets, invoices, and expenses in collaboration with the Office of Finance office to ensure adherence to procurement policies and organisational guidelines.
• Ensure all purchasing activities comply with the organisation's procurement policies, financial procedures, and quality standards.
• Records and Information Management:
• Maintain and update SharePoint repositories, records, files, and databases related to programmes, participants, and vendors.
• Manage and approve folder access permissions across cross-functional business teams to ensure proper information governance and security.
• Overseas Centre Administrative Support:
• Provide administrative and procurement support for Overseas Centres' Professional Continuing Education (PCE) initiatives, as required.
• Assist with coordination of administrative matters across regional offices when necessary.
• Systems and Process Support:
• Participate in the planning and implementation of new administrative systems, platforms, or upgrades to existing systems.
• Support testing, rollout, and adoption of new systems to ensure minimal disruption to departmental operations.
• Asset and Resource Management:
• Maintain accurate records of departmental assets and ensure proper asset tagging, tracking, and documentation.
• Staff Engagement and Team Support:
• Coordinate and organise departmental town halls, team bonding activities, and internal engagement events to strengthen team relationships and promote collaboration.
• Staffing Matters:
• Oversee administrative processes related to staff onboarding and offboarding, ensuring timely access to systems, equipment, and facilities.
• Conduct new joiner orientation briefings to ensure staff are equipped with essential information, system access, and operational support.
• Support administrative processes related to staff learning and development, as well as other staff-related matters where required.
• General Office Management:
• Perform other administrative and operational duties as assigned to support departmental priorities and initiatives.
• Operational Governance and Compliance:
• Establish and maintain operational controls to ensure departmental processes comply with organisational policies, procurement guidelines, and relevant regulatory requirements.
• Support the implementation of operational procedures and best practices to enhance efficiency and consistency across programme operations.
• Programme and Project Support:
• Provide operational and administrative support to the team in the planning and execution of executive education programmes and projects, including both in-person and virtual programme delivery.
• Assist with programme logistics, coordination, and in-class operational support when required.
• Systems and Licensing Administration:
• Support the administration and monitoring of software licenses, subscriptions, and certifications, including systems related to programme delivery and learning management platforms.
• Ensure timely renewal, tracking, and proper documentation of departmental subscriptions and system access.
• Event Planning and Coordination:
• Assist in the planning, organisation, and execution of graduation ceremonies, networking events, and programme-related engagements to ensure smooth delivery and positive participant experience.
• Inventory and Resource Management:
• Manage inventory and procurement of general office and programme-related supplies, including stationery, pantry items, office equipment, and operational materials.
• Monitor stock levels and ensure timely replenishment to support ongoing programme delivery and office operations.
• Sourcing and Procurement Coordination:
• Oversee sourcing activities to ensure programme-related supplies and materials are procured in a timely manner, supporting efficient delivery aligned with EOQ (Economic Order Quantity) and JIT (Just-in-Time) supply requirements.
• Branding and Merchandise Coordination:
• Coordinate with the Office of Corporate Communications and Marketing (OCCM) on the development and refresh of SMU Executive Development branded merchandise for departmental and programme use.
• Data and Records Management:
• Support accurate and efficient data management to maintain well-organised records related to programmes, participants, vendors, and operational documentation.
• Team and Operational Support:
• Deputise for Programme Management colleagues during their absence to ensure continuity of programme operations when required.
• Contribute positively to the professional culture, teamwork, and morale within the SMU Executive Development team.
• Other duties as assigned.

• Diploma in Finance or Business Administration with 7 years of experience in office management or executive-level administrative support, preferably in higher education or executive training.
• Familiarity with SAP, ARIBA, CONCUR would be an advantage.
• Proficiency in Microsoft Office Suite, experience with office administration, budgeting, scheduling, procurement and data entry.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Good understanding of finance and procurement processes.
• Resourceful and meticulous in handling multiple issues concurrently while managing tight deadlines effectively.
• Detail-oriented with a high level of accuracy and efficiency.
• Soft skills like communication, leadership, problem-solving, and organizational skills are also crucial.
• Ability to work independently and with a fast-paced and growing team.

#LI-LK1

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together - building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities - all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

• Coordinate and manage the faculty recruitment process together with Senior Executive; put up job advertisements, collate applications, collate job applications, coordinate review of applications, handle the logistics of fly-out of the recruitment committee as well as the fly-in of shortlisted candidates for campus visit.
• Prepare and refresh orientation guide for newly joined faculty on administrative matters such as usage of DART and Conference fund, various schemes on inviting academic visitors for research collaboration.
• Manage the engagement of faculty for additional teaching load; draft contracts and process payment upon completion of teaching.
• Serve as liaison with SMU-X Office; manage the engagement of SMU-X or SMU-XO Adjunct Teaching Mentors for both UG.
• Prepare and manage the schedule, logistical arrangements and payments for visiting professors.
• Assist in carrying out Annual Budget Exercise; perform tracking of budget.
• Review financial disbursements such as purchase orders, invoices and travel management requests before routing to supervisor.
• Assist in quarterly accrual and teaching load recovery submission.
• Track funding status and provide updates for Fellowship/Professorship, DART and Conference fund, and Seminar Series.
• Enter and retrieve records in SAP system; create spreadsheets to organize financial data.
• Liaise with Human Resources and respective external agencies (i.e. ICA, MOM) to facilitate the application of travel visas and employment passes, etc.
• Coordinate the visits of academic visitors, logistical arrangements such as office allocations, and processing of payments; together with Senior Executive conduct the physical walkthrough, etc.
• Manage and collate research applications with Associate Dean (Research) and advise faculty where to submit their grant application.
• Oversee the administration of MOE Tier 1 Research Grant; review and track deliverables and timelines closely.
• Oversee the administration of MOE Tier 2 Research Grants and other external grants during post-award phase; carry out cash flow projection, process claims and reimbursement, manage budget variation requests and advise PIs on grant matters.
• Handle recruitment of postdoctoral research fellows funded by various grants; put up job advertisement, collate job applications, propose remuneration package based on available funding.
• Organize and update a consolidated listing of School's scholarships and awards; track balances of term funds and endowments.
• Handle the hiring of school-based student assistants and supervise their work and schedules.
• Assist as a School Risk Management Champion and in the Risk Assessment for the School.
• Serve as a Fire Safety Coordinator in School to organize annual fire safety inspection, ensure that the Fire Emergency Plan is abided by all staff and update contact details of Fire Safety Committee members and wardens.
• Attend and scribe meeting minutes as necessary.
• Attend various internal and external meetings as requested.
• Serve as backup for Assistant Director during her absence.
• Other duties as assigned.

• University degree in business/management with at least of 5 years work experience and prior administrative experience in an academic environment preferred.
• Ability to multi-task and prioritize assignments independently; confidence in troubleshooting abilities and good judgement in escalating/alerting concerns.
• Strong time management and project management skills.
• Effective communication skills (both verbal and written).
• Strong attention to details and high accuracy in work.
• Team player with a "can-do" resilient spirit.
• Proficiency in Microsoft Office.
• Pleasant, service-oriented and professional manner.
• Demonstrate interest in learning and performing new assignments.

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Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.