Project Support Executive (Contract)

PRIMESTAFF MANAGEMENT SERVICES PTE LTD; Singapore; On-site; SGD 39,000 - 58,000; Full time

Job summary

PRIMESTAFF MANAGEMENT SERVICES PTE LTD is seeking an experienced Division Admin & Billing Support to coordinate monthly billing, audit invoices, manage vendor accounts, and oversee attendance reporting across PA, HWE, HPT and division admin tasks.

The role requires a Diploma or A-Levels with 5+ years of relevant experience, strong communication, project and time management skills, and proficiency in MS Office.

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.
• Meticulous and comfortable working with numbers.
• Ability to work independently and as part of a team, and to switch between departmental tasks flexibly.

Responsibilities

• 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.
• Process incoming queries to the HPB Mailbox daily, dispatch queries to the respective HPMs and PMs, follow through with reminders, and close cases.
• Request month-end inventory data from the warehouse and vendors' premises, collate the data and send to the Risk Management PM.

Skills

Communication

Project management

Time management

MS Office

Scheduling

Invoicing

Customer service

Stakeholder coordination

Numerical accuracy

Independent & team

Adaptability

Education

Diploma / GCE A-Level

Tools

Excel

PowerPoint

Word

Outlook

Job description

1. Physical Activity Programmes (PA)

(a) Monthly Billing

• Coordinate with vendors on billing timelines, manage invoice verification by flagging discrepancies to vendors, and ensure co-trainer assignments are approved by PM at least one week before sessions commence.
• Upon notification from the task-based admin, perform spot-checks on a selection of verified invoices, ensure billing verification is completed within 5 working days of receiving the draft invoice, notify vendors to proceed with e-invoice by the 21st of the month, inform PM to perform Goods Receipt (GR), update the Physical Activity Tracking Template with billing and GR status, and save all billing supporting documents to the respective vendor folders in Teams.
• Manage monthly co-trainer and co-facilitator deployment based on the previous 2 months' data.

(b) Audit Billing

• Upon notification from the task-based admin, perform spot-checks on a selection of verified audit invoices, email PLs to perform GR, trigger the vendor to submit e-invoice, and update the tracking file

(c) Vendors Account Management in BAP

• Assist with PA monthly and annual reviews of accounts (Group B) including audit checks, across all PA programmes.

2. Healthy Workplace Ecosystem (HWE)

(a) Monthly Attendance Management Report

• Extract monthly EO attendance
• Extract monthly FormSG attendance
• Clean and process data
• Update monthly PM masterlist
• Update HWE masterlist
• Create final file
• Calculate monthly HWE KPI
• Perform quarterly HSG engagement statistics

(b) Event Scheduling, BAP (Penalty waiver)

• Perform reversal of penalties in BAP upon vendor request (e.g. due to wet weather cancellations) on an ad-hoc daily basis and reply to vendor to confirm completion.

(c) Vendors Account Management in BAP

• Assist with HWE monthly and annual reviews of accounts (Group B) including audit checks.

(d) Mailbox Management & Triage (Health at Work)

• Manage programme-related public enquiries (approximately 5 weekly), address basic queries, consult HPB officers for complex issues, and follow up on programme queries as needed.

3. Health Promoting Town (HPT)

• Obtain zonal information from external stakeholders e.g. local Constituency Director via email (or other means)
• Obtain calendar of events (related to physical activity) from external stakeholders e.g. Active Ageing Centre, People's Association via email (or other means)
• Draw up asset map for each ward. The map should contain details such the day, time and location of activities. These activities should include both HPB's activities (CPAP, MIFS, HWE) and community partners' activities.
• Assist in any follow-up admin tasks related to HPT activations/events

4. 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.

5. 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.
• Ability to 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