Administrative Specialist for Quantum Tech Center

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

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