Assistant Manager, CSPO

A*STAR RESEARCH ENTITIES; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

A leading research organization in Singapore is seeking a meticulous Assistant Manager to provide comprehensive administrative and operational support to the Infrastructure Division. This role involves coordinating office operations, assisting with procurement processes, and ensuring smooth execution of infrastructure activities. The ideal candidate should have a diploma in Business Administration and at least 2 years of relevant administrative experience. Proficiency in Microsoft Office and strong organizational skills are essential for success in this role.

Qualifications

• 2 years of relevant administrative experience, preferably in an infrastructure, facilities, or operations environment.
• Familiarity with procurement or facilities management systems is an advantage.

Responsibilities

• Provide administrative support to the Infrastructure team.
• Assist in preparing purchase requests and processing invoices.
• Maintain tracking sheets for utilities usage and bill processing.
• Support coordination of internal communications and events.

Skills

Organizational skills

Coordination skills

Multitasking skills

Interpersonal skills

Communication skills

Detail-oriented approach

Education

Diploma in Business Administration or related discipline

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

We are seeking a meticulous and dependable Assistant Manager to provide comprehensive administrative and operational support to the Infrastructure Division. The role involves coordinating office operations, supporting facilities and space‑related projects, managing documentation, and assisting with procurement and financial processes to ensure smooth execution of infrastructure and estate management activities.

Key Responsibilities

1. Administrative and Operational Support

• Provide day‑to‑day administrative support to the Infrastructure team, including scheduling meetings, maintaining records, and coordinating between business units.
• Manage correspondence, documentation, and filing systems.
• Support the coordination of departmental activities, including staff movements and general office operations.
• Assist in preparing presentation materials, meeting notes, and documentation of new/existing operating procedures for audits or governance reviews.

2. Procurement and Financial Administration

• Assist in preparing purchase requests, processing invoices, and tracking budget utilization for infrastructure‑related expenditures.
• Liaise with vendors, contractors, and internal procurement/finance teams to ensure timely delivery of goods and services.
• Maintain records of contracts, quotations, and payments in accordance with procurement guidelines.

3. Infrastructure and RUFM Coordination

• Maintain tracking sheets for monthly utilities usage and bill processing, liaise with service provider/landlords on discrepancies.
• Address queries from internal stakeholders regarding utilities consumption and billing matters.
• Compile data, maintain tracking sheets, and prepare periodic reports to support internal leasing/licensing matters.

4. General Support

• Provide administrative assistance to department heads and project managers as required.
• Support coordination of internal communications, events, and team activities.

Requirements

• Diploma in Business Administration, Facilities Management, or related discipline.
• At least 2 years of relevant administrative experience, preferably in an infrastructure, facilities, or operations environment.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook); familiarity with procurement or facilities management systems is an advantage.
• Strong organizational, coordination, and multitasking skills.
• Good interpersonal and communication skills.
• Meticulous, resourceful, and able to work independently with minimal supervision.
• Proactive and service‑oriented with a strong sense of responsibility.
• Detail‑oriented and systematic in managing records and workflows.
• Collaborative team player with a positive attitude and commitment to operational excellence.