Quantum Admin & Operations Specialist

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

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.