Admin Executive

National University of Singapore; Singapore; On-site; SGD 45,000 - 73,000; Full time

Job summary

The National University of Singapore, Centre for Quantum Technologies (CQT) in Singapore, seeks an experienced administrator to provide comprehensive support for visitor and intern processes, payments, invoices, recruitment, procurement and event coordination. Located at Kent Ridge Campus, you will liaise with PIs and vendors to ensure smooth operations and timely processing of claims.

You will handle travel arrangements, book accommodations, organize interviews, maintain procurement records in

Qualifications

• Polytechnic diploma or above.
• At least 5 years' working experience.
• Meticulous, resourceful and proactive.
• Excellent interpersonal skills with drive and independence.
• Proficiency in the use of MS Office.

Responsibilities

• Prepare forms and process payment, and related matters which include taxes, for visitors, interns, students and CQT affiliates
• Manage all processes pertaining to interns and visitors, which include (but not exclusive) TE P applications, issuance and cancellation
• Booking of accommodations
• Coordinate logistical matters for visitors (e.g. emails, library, office space, NUS facilities etc)
• Create and process invoices pertaining to Centre's operation
• Vendor creation for new payee/vendor and other finance matters
• Assist CQT PIs in submitting claims via CONCUR (claim assistant) and CQT staff on queries for Concur system and travel requests
• Request airfare quotation and book air tickets on behalf of PIs
• Collating resumes for PIs and arranging interviews for shortlisted candidates
• Coding and goods receipt updating via procurement system: ARIBA
• Assist in organising CQT's industry meetings, delegation visits logistics and CQT events
• Support AV and conference facilities functions (Centre events and activities)
• Assisting in any other ad‑hoc duties assigned by the CQT admin team

Skills

Excellent interpersonal skills

Meticulous

Resourceful

Proactive

Drive and independence

MS Office

Education

Polytechnic diploma or above

Tools

ARIBA

CONCUR

Job description

Company description

The National University of Singapore is the national research university of Singapore. Founded in 1905 as the Straits Settlements and Federated Malay States Government Medical School, NUS is the oldest higher education institution in Singapore

Job description

About Centre for Quantum Technologies (CQT)

The Centre for Quantum Technologies (CQT) in Singapore brings together physicists, computer scientists and engineers to do basic research on quantum physics and to build devices based on quantum phenomena. Experts in this new discipline of quantum technologies are applying their discoveries in computing, communications, and sensing

CQT is hosted by the National University of Singapore. The Centre also has staff at the Agency for Science, Technology and Research, Nanyang Technological University, Singapore, and the Singapore University of Technology and Design. With some 200 staff and students, it offers a friendly and international work environment

Learn more about CQT at "https://www.cqt.sg/"

To provide administrative, finance, and logistical support for the Centre by managing visitor and intern processes, processing payments and invoices, supporting claims and travel arrangements, assisting with recruitment and procurement tasks, and coordinating Centre events and related operational matters.

Responsiblities

• Prepare forms and process payment, and related matters which include taxes, for visitors, interns, students
• and CQT affiliates
• Manage all processes pertaining to interns and visitors, which include (but not exclusive)
• TEP applications, issuance and cancellation
• Booking of accommodations
• Coordinate logistical matters for visitors (e.g. emails, library, office space, NUS facilities etc)
• Create and process invoice pertaining to Centre's operation
• Vendor creation for new payee/vendor and other finance matters
• Assist CQT PIs in submitting claims via CONCUR (claim assistant) and CQT staff on queries for Concur system and travel requests
• Request airfare quotation and book air tickets on behalf of PIs
• Collating resumes for PIS and arranging interviews for shortlisted candidates
• Coding and goods receipt updating via procurement system: ARIBA
• Assist in organising CQT's industry meetings, delegation visits logistics and CQT events
• Support AV and conference facilities functions (Centre events and activities)
• Assisting in any other ad‑hoc duties assigned by the CQT admin team

Qualifications

• Polytechnic diploma or above
• At least 5 years' working experience
• Meticulous, resourceful and proactive
• Excellent interpersonal skills with drive and independence
• Proficiency in the use of MS Office

More Information

Location: Kent Ridge Campus

Organization: National University of Singapore

Department : Centre for Quantum Technologies

Job requisition ID : 34168