Executive (Admin)

Prime Minister's Office; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A governmental agency in Singapore is looking for a candidate to join their Corporate Services team. The role involves providing administrative support, managing procurement operations, and handling subscription matters. Ideal candidates should have relevant experience, be meticulous, and be familiar with Microsoft Office applications, especially Excel. Singapore Citizens are preferred for this position.

Qualifications

• Relevant experience is preferred.
• Able to work well independently and in a team.
• Meticulous, pays attention to details and is resourceful.
• Positive attitude.
• Familiar with Microsoft Office applications, especially Microsoft Excel.
• Singapore Citizen.

Responsibilities

• Maintain record of all gifts received in accordance with policy.
• Oversee receipt of incoming goods and verify against purchase orders.
• Manage and execute purchase requests in accordance with policy.
• Maintain records of all procurement documents.
• Monitor contract expiration dates and follow up.
• Maintain accurate records on all subscription matters.

Skills

Relevant experience

Ability to work independently

Attention to details

Positive attitude

Familiarity with Microsoft Office applications

Proficient in Microsoft Excel

Job description

Be part of the Corporate Services team to provide Administrative support.

Goods Receiving & Recording

• Maintain an up-to-date and detailed record of all gifts received in accordance with policy.
• Oversee the receipt of incoming goods. This includes verifying the goods received against purchase orders or delivery notes, checking and ensuring that they are in good condition and acknowledging goods receipt in system.
• Verify invoices before payment.
• Report any discrepancies or damages to Supervisor immediately.

Procurement Operations

• Manage and execute purchase requests in accordance with policy.
• Draft specifications for inviting quotations from suppliers and evaluate bids.
• Maintain records of all procurement documents. This includes proper filing of approvals, contracts, purchase orders, invoices, and other relevant documents.
• Monitor contract expiration dates and surface timely for follow up action.

Subscription Management

• Maintain accurate and up-to-date records on all subscription matters, including magazines and telephone services.
• Monitor contract expiration dates and take timely follow up action.
• Review subscriptions periodically and take timely action to terminate when the service is no longer needed.
• Monitor usage and recommend adjustments to subscription levels as needed.

Other duties as assigned from time to time.

What we are looking for:

• Relevant experience is preferred.
• Able to work well independently and in a team.
• Meticulous, pay attention to details and resourceful.
• Positive attitude.
• Familiar with Microsoft Office applications, especially Microsoft Excel.
• Singapore Citizen.

About Prime Minister's Office

Prime Minister's Office