Community Programme Executive (Contract)

PRIMESTAFF MANAGEMENT SERVICES PTE LTD; Singapore; On-site; SGD 31,000 - 40,000; Full time

Job summary

PRIMESTAFF MANAGEMENT SERVICES PTE LTD is seeking a proactive Administrative Officer to support ECO projects, meetings, and vendor coordination. You will handle meeting arrangements, prepare minutes, and liaise with ECO partners on daily programmes, while verifying invoices and maintaining divisional records.

The role requires a Diploma or GCE A‑Level with 5+ years of relevant experience, strong MS Office skills, and the ability to manage multiple tasks independently or as part of a team.

Qualifications

• Possess at least Diploma or GCE 'A' Level qualification with above 5 years of relevant work experience.
• Good communication, project management and time management skills.
• Proficiency in Microsoft programmes (e.g. Excel, PowerPoint, Word, Outlook).
• Experience in scheduling meetings and activities.
• Experience in invoice processing and data verification.
• Experience in customer service and stakeholder coordination.

Responsibilities

• Arrange meeting rooms, take minutes and coordinate ECO partner activities.
• Compile and verify vendor quotations against DA contract Schedule of Rates (SOR).
• Process invoices for Ramadan groceries and manpower; verify accuracy.
• Arrange post-event plaque dispatches and weekly collateral deliveries.
• Update and maintain the Always-on tracker and IOX slides.
• Manage BAP activities for ECO programmes daily.

Skills

Communication

Project management

Time management

MS Office

Meeting scheduling

Invoice processing

Customer service

Stakeholder coordination

Numbers

Independence

Education

Diploma or GCE A-Level

Tools

Excel

PowerPoint

Word

Outlook

Job description

Always-On, Jom Check!, GFH, Saham Kesihatan and other ECO Projects

Meeting & Coordination

• Arranging meeting, booking meeting rooms, and taking minutes.
• Work with ECO partners to arrange offsite meetings for the ECO team
• Follow up with ECO partners to organise programmes and activities daily.

Vendor & Procurement

• Compile quotation submissions from vendors.
• Verify vendor quotations against the Schedule of Rates (SOR) in the DA contract (e.g. EMS for JKJU events and premiums for ECO projects).
• Perform first-cut verification of invoices for Ramadan groceries and manpower.

Logistics & Delivery

• Arrange the dispatch of post-JKJU plaques to respective partners.
• Prepare and arrange delivery of collaterals for community events and programmes (e.g. Jom Check!, JKJU) on a weekly basis.
• Coordinate RSVP for JKJU awardees and manage the guest list.

Tracking & Reporting

• Update the Always-on tracker for Malay Outreach and Indian Outreach.
• Updating the Always-on on IOX slides.

Programme/Account Management

• Manage BAP activities for ECO programmes daily.

Division Admin

• Coordinate division/departmental meeting coordination, including checking of management availability, booking of meeting rooms, sending calendar invites to IOC staff
• Assist with staff IT and admin access requests on an ad-hoc basis, update and maintain staff records
• Collect mail from Admin department on a weekly basis and distribute to relevant IOC staff.
• Assist with housekeeping and maintenance of division SharePoint/Teams folders
• Assist with office facilities management on an ad-hoc basis, including but not limited to supporting office-related activities such as relocation, spring cleaning and disposal of documents and old items.
• Provide any other general administrative support as directed by IOC Division staff, including but not limited to filing, printing and shredding of documents.

Division Mailbox Management & Triage

• Process incoming queries to the HPB Mailbox daily, dispatch queries to the respective HPMs and PMs, follow through with reminders, and close cases.

Division Risk - KRI and Event Collation Submission & Inventory Management

• Request month-end inventory data from the warehouse (ST Logistics) and vendors' premises (through PMs) at the beginning of each month, collate the data and send to the Risk Management PM.

Requirements:

• Possess at least Diploma or GCE 'A' Level qualification with above 5 years of relevant work experience.
• Good communication, project management and time management skills.
• Proficiency in Microsoft programmes (e.g. Excel, PowerPoint, Word, Outlook).
• Experience in scheduling meetings and activities.
• Experience in invoice processing and data verification.
• Experience in customer service and stakeholder coordination.
• Meticulous and comfortable working with numbers.
• Abilityto work independently and as part of a team, and to switch between departmental tasks flexibly.

EA Personnel Name: Jackie Ng

EA Personnel No: R22109024

EA License No: 95C5411