Job Details
Location: City Hall
Working Hours: 5-Days Work Week
Work Type: 3+9 Month Contract
Salary: Up to $ 4,100 per month
What you will be working on?
Meeting Coordination:
- Set up and schedule meetings, including liaising with stakeholders to confirm availability and polling for suitable dates.
- Prepare meeting agendas, distribute materials, and ensure all logistics are in place.
- Attend meetings, take accurate minutes, and circulate them to relevant parties in a timely manner.
Project Administration & Support:
- Provide administrative support to the Project Director, managing calendars, travel arrangements, and other PA-related tasks.
- Track and manage project timelines, ensuring key milestones are met and any delays or issues are reported.
- Assist in drafting project-related documents, reports, and presentations.
Documentation & Filing:
- Maintain organised and up-to-date filing systems, both physical and digital, ensuring all project documents are easily accessible.
- Ensure proper documentation of project deliverables, including approvals, revisions, and correspondence.
- Implement and manage records retention policies in compliance with organisational standards.
Administrative Duties:
- Handle correspondence, emails, and phone calls on behalf of the Project Director.
- Prepare and process expense claims, purchase orders, and other administrative documentation.
- Manage office supplies and liaise with vendors for procurement.
Staff Onboarding Support:
- Coordinate the preparation of onboarding materials and project files for new staff.
- Assist in scheduling orientation sessions and ensuring new hires are familiarised with relevant team members and office protocols.
- Ensure that all necessary documents, contracts, and compliance requirements are completed and filed appropriately for new employees.
- Coordinate with relevant teams to ensure that workstations are ready for new joiners
Procurement Support:
- Support the preparation of procurement documents as needed for the project.
- Prepare purchase orders, seek approvals, and track the status of orders to ensure timely delivery.
- Maintain accurate records of procurement processes, including quotations, invoices, and payment documentation.
- Ensure compliance with procurement policies and budget guidelines.
Stakeholder Liaison:
- Act as the primary point of contact for internal and external stakeholders regarding project administration and scheduling matters.
- Ensure clear and timely communication between the Project Director and other team members or external partners.
What are we looking for?
- Singaporean only
- Minimum Degree with at least 3-5 years of experience in an administrative or project support role.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and experienced in using scheduling and documentation tools.
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Carmen Tan Huei Mun | R23115837
ScienTec Consulting Pte Ltd (ScienTec Personnel) |11C5781
