Admin Executive

National University of Singapore; Kent (WA); On-site; USD 33,000 - 43,000; Full time

Job summary

The Centre for Quantum Technologies at the National University of Singapore seeks an Administrative Assistant to support visitors, interns, payments, invoices, recruitment and procurement. You will coordinate forms, bookings and travel, and assist PIs with claims via CONCUR and air tickets.

Based at Kent Ridge Campus, you will also help organise events, manage vendor records and support AV and facilities during activities.

Qualifications

• Polytechnic diploma or above required.
• At least 5 years of working experience.
• Meticulous, resourceful and proactive.
• Excellent interpersonal skills with drive and independence.
• Proficiency in MS Office.

Responsibilities

• Prepare forms and process payments, including taxes, for visitors, interns, and CQT affiliates.
• Manage all processes pertaining to interns and visitors, including TEP applications, issuance and cancellation.
• Booking of accommodations.
• Coordinate logistical matters for visitors (emails, library, office space, facilities).
• Create and process invoices for Centre’s operations.
• Vendor creation for new payee/vendors and other finance matters.
• Assist PIs with submitting claims via CONCUR and respond to queries.
• Request airfare quotes and book air tickets for PIs.
• Collate resumes for PIs and arrange interviews for shortlisted candidates.
• Coding and goods receipt updating via ARIBA.
• Assist in organising industry meetings, delegation visits logistics and Centre events.
• Support AV and conference facilities for Centre events and activities.
• Assist with any other ad-hoc duties assigned by the admin team.

Skills

Meticulous

Resourceful

Proactive

Interpersonal skills

Drive and independence

Education

Diploma or above

Tools

MS Office

Job description

About Centre for Quantum Technologies (CQT)

The Centre for Quantum Technologies (CQT) in Singapore brings together physicists, computer scientists and engineers to do basic research on quantum physics and to build devices based on quantum phenomena. Experts in this new discipline of quantum technologies are applying their discoveries in computing, communications, and sensing

CQT is hosted by the National University of Singapore. The Centre also has staff at the Agency for Science, Technology and Research, Nanyang Technological University, Singapore, and the Singapore University of Technology and Design. With some 200 staff and students, it offers a friendly and international work environment

To provide administrative, finance, and logistical support for the Centre by managing visitor and intern processes, processing payments and invoices, supporting claims and travel arrangements, assisting with recruitment and procurement tasks, and coordinating Centre events and related operational matters.

Responsiblities

• Prepare forms and process payment, and related matters which include taxes, for visitors, interns, students
• and CQT affiliates
• Manage all processes pertaining to interns and visitors, which include (but not exclusive)
• TEP applications, issuance and cancellation
• Booking of accommodations
• Coordinate logistical matters for visitors (e.g. emails, library, office space, NUS facilities etc)
• Create and process invoice pertaining to Centre’s operation
• Vendor creation for new payee/vendor and other finance matters
• Assist CQT PIs in submitting claims via CONCUR (claim assistant) and CQT staff on queries for Concur system and travel requests
• Request airfare quotation and book air tickets on behalf of PIs
• Collating resumes for PIs and arranging interviews for shortlisted candidates
• Coding and goods receipt updating via procurement system: ARIBA
• Assist in organising CQT’s industry meetings, delegation visits logistics and CQT events
• Support AV and conference facilities functions (Centre events and activities)
• Assisting in any other ad‐hoc duties assigned by the CQT admin team

Qualifications

• Polytechnic diploma or above
• At least 5 years' working experience
• Meticulous, resourceful and proactive
• Excellent interpersonal skills with drive and independence
• Proficiency in the use of MS Office

More Information

Location: Kent Ridge Campus

Organization: National University of Singapore

Department : Centre for Quantum Technologies