Temporary Executive

Singapore Polytechnic; Singapore; On-site; SGD 36,000 - 51,000; Full time

Job summary

Singapore Polytechnic is seeking an Administrative & Coordination Specialist to join the Capability Development team in the School of Computing. You will support staff capability development, consultancy and student paid projects from enquiry through documentation, monitoring, billing follow-up and project closure.

You will maintain trackers, coordinate discovery meetings, prepare consultancy documents, check submissions, file records in Teams/SharePoint, monitor milestones and assist with

Qualifications

• Diploma or equivalent qualification with relevant admin or coordination experience.
• Strong organisational and follow-up skills to manage multiple items and deadlines.
• Excellent written and verbal communication with academic staff and industry partners.
• Proficient in Microsoft 365 apps, especially Outlook, Teams, Word, Excel, PowerPoint and SharePoint.
• Attention to detail, version control and record-keeping.
• Comfortable with costing, billing and dashboard updates.

Responsibilities

• Maintain the Discovery Log and project trackers with status and partner details.
• Coordinate discovery meetings, travel or online arrangements, and distribute minutes.
• Assist staff and project leads in preparing consultancy documents.
• Check submissions for completeness and route for approvals.
• Organise project records in Teams and SharePoint with current versions and invoices.
• Monitor milestones and deadlines; follow up on overdue items and escalate as needed.
• Support project financial administration including invoicing and payment status.
• Prepare summaries or presentation materials for management updates.

Skills

Administrative coordination

Project coordination

Organisational skills

Communication skills

Microsoft 365 proficiency

Stakeholder liaison

Attention to detail

Education

Diploma or equivalent

Tools

Outlook

Teams

SharePoint

Word

Excel

PowerPoint

OneDrive

Job description

The appointee will be part of the Capability Development team in the School of Computing, providing administrative and coordination support for staff capability development, consultancy and student paid projects, from initial enquiry through documentation, monitoring, billing follow-up and project closure.

Responsibilities

• Maintain the Discovery Log and other project trackers, including incoming enquiries, follow-up actions, responsible staff, partner details, meeting schedules and current status.
• Coordinate discovery meetings and project discussions, including scheduling, room or online meeting arrangements, invitations, reminders and minutes where required.
• Support staff and project leads in preparing and completing consultancy documents.
• Check submissions for completeness, follow up on missing information, and route documents for the appropriate review, endorsement, signatures and approvals.
• Organise and maintain project records in the designated Teams and SharePoint folders, ensuring that current versions, signed documents, approvals, costing records, invoices and closure documents are filed properly.
• Monitor project milestones, deliverables, presentation requirements and submission deadlines; follow up with staff on missing updates or overdue items and elevate exceptions to the supervising manager.
• Support project financial administration by tracking billing milestones, invoice due dates and payment status, checking with the Lead Consultant before any client follow-up, and maintaining the relevant records.
• Consolidate project information for management updates, showcase selection, presentation sessions and capability-centre reporting, and prepare supporting summaries or presentation materials.
• Develop and maintain administrative guides, process flows, FAQs, templates and information kits for staff and industry partners.
• Provide administrative support for project-related events and meetings, including participant coordination, logistics, presentation collation and follow-up actions.
• Perform other related administrative and coordination duties assigned by the supervising manager, within the agreed scope of the temporary appointment.

Requirements

• Diploma or equivalent qualification, preferably with relevant experience in administration, project coordination, business support or customer engagement.
• Strong organisational and follow-up skills, with the ability to maintain accurate trackers, manage several work items and meet deadlines.
• Good written and verbal communication skills, and confidence in liaising professionally with academic staff, management, industry partners and internal support departments.
• Proficient in Microsoft 365 applications, especially Outlook, Teams, Word, Excel, PowerPoint and SharePoint.
• Able to prepare, check and organise business documents carefully, with good attention to detail, version control and record-keeping.
• Comfortable working with figures and spreadsheets for costing, billing and dashboard updates.

The successful candidate will be offered a temporary contract for a period of 11 months.