Senior Executive (Administration) - Sch of Engineering

Public Service Division; Singapore; Hybrid; SGD 40,000 - 54,000; Full time

Job summary

Public Service Division is seeking an organised administrator to support the internship placement programme, ensuring timely processing of onboarding and placement docs. You will manage queries across channels and coordinate with departments to support internship initiatives.

The role also covers financial admin, including claims, invoices, and budget monitoring, with a focus on accuracy and cross-team collaboration.

Qualifications

• Diploma or higher is required.
• Experience in Administration is preferred.
• Proficient in Microsoft Office applications (Access, Word, Excel, PowerPoint).
• Familiar with digital/automation tools (SharePoint).
• Ability to manage multiple tasks and work independently or in a team.

Responsibilities

• Provide administrative support to internship placement programme and onboarding.
• Handle placement documentation processing and stakeholder queries.
• Coordinate with departments to support internship initiatives.
• Process staff claims, invoices, and assist with budget monitoring.
• Prepare reports and assist with ad-hoc admin tasks.

Skills

MS Office proficiency

Multitasking

Team collaboration

Education

Diploma or above

Tools

SharePoint

Job description

[What the role is]

In this role, you will provide comprehensive administrative support to the internship placement programme, ensuring the smooth and timely processing of placement documentation and onboarding requirements. You will serve as a key point of contact for various stakeholders, managing queries across multiple channels and coordinating with various departments to support internship initiatives. The role also involves financial administration duties, including claims, invoice processing, and budget monitoring. The ideal candidate is detail-oriented, able to manage multiple priorities, and comfortable working across teams and stakeholders at all levels.

[What you will be working on]

• Administrative support to ensure timely issuance of Placement Confirmation Letters to Companies, Interns and Staff (Collation, Verification, Clarification, Uploading and Issuance).


• Managed and resolved onboarding requirements from Interns, Internship Companies, and Course Management Team / Acad Staff.


• Managed queries received from Interns / Internship companies via multiple channels (iCEMs, calls, emails, f2f, etc).


• Co-ordinate with other Departments to organise Workshops for interns.


• Preparation / Verification of Staff Claims / Journals via multiple platforms (Workday, Email, etc)


• Verification and processing of invoices.


• Monitoring, generation of reports and perform reclassification for various budgets.


• Support general administration (Attend to counter enquiries / receiving of goods, etc) and student matters related tasks.


• Support other Admin teams (e.g. Assets and Staff team), as required.


• Participate in committees / projects at School / Poly-wide level


• Undertake ad-hoc administrative assignments as required

#LI-Hybrid

[What we are looking for]

• Minimum Diploma or above


• Relevant experience in Administration is preferred


• Proficient in Microsoft Office Applications (Access, Word, Excel and Powerpoint)


• Familiar with digital/automation tools (e.g. SharePoint)


• Ability to manage multiple tasks and work independently or as part of a team