Join our team for a dynamic role with an outsourced project. We are seeking a detail-oriented and organized individual to support the planning, coordination, and administration of staff engagement initiatives, events, operational processes, procurement activities, and internal communications.
Key Responsibilities:
Event & Logistics Coordination
- Coordinate and support the end-to-end planning and execution of internal and external events, engagement sessions, townhalls, awards ceremonies, leadership dialogues, and other organizational initiatives.
- Liaise with venues, event management companies, caterers, and other vendors to coordinate bookings, event requirements, delivery timelines, and on-site arrangements.
- Coordinate logistical requirements including venue setup, registration, seating arrangements, event materials, refreshments, and participant experience.
- Conduct site visits and pre-event checks where required to ensure readiness of venues and event setups.
- Provide on-site event support and assist with post-event follow-up activities.
Participant & Stakeholder Management
- Manage participant administration including invitations, RSVP tracking, reminders, attendance monitoring, withdrawals, and replacements.
- Maintain accurate participant records and trackers to ensure balanced representation and effective engagement across different staff groups.
- Coordinate closely with internal stakeholders to ensure timely updates and smooth participant management.
- Monitor attendance trends and proactively flag potential issues or gaps.
Procurement & Vendor Administration
- Support procurement activities in accordance with organizational policies and procurement guidelines.
- Prepare procurement documentation including quotations, comparative pricing schedules, purchase requests, and supporting records.
- Coordinate with vendors to obtain quotations, invoices, specifications, and required documentation.
- Maintain procurement trackers and monitor approval status, purchase orders, invoice submissions, and payment follow-ups.
- Support procurement close-out activities, invoice verification, and proper filing of procurement records for audit purposes.
Session Administration & Reporting
- Prepare session materials including attendance sheets, discussion materials, seating plans, workshop supplies, and presentation materials.
- Attend meetings, workshops, and engagement sessions to capture discussion points, action items, and key outcomes.
- Compile meeting notes and prepare post-session summaries for stakeholders.
- Collect, consolidate, and analyze participant feedback to identify key themes, insights, and areas for improvement.
- Prepare reports and presentation materials to support decision-making and continuous improvement initiatives.
Knowledge Management & Records Maintenance
- Maintain organized and up-to-date records, trackers, reports, meeting notes, SOPs, participant databases, and project documentation.
- Ensure documents are properly stored, version-controlled, and easily retrievable.
- Support onboarding activities by maintaining accessible and updated knowledge resources.
- Identify opportunities to improve filing systems, tracking processes, and information management practices.
Communications Administration
- Monitor and manage shared email inbox, routing enquiries to relevant stakeholders and tracking follow-up actions.
- Support the dissemination of approved internal communications, announcements, electronic mailers, and intranet updates.
- Coordinate with stakeholders to obtain approved content and communication clearances.
- Provide basic formatting and administrative support using PowerPoint, Canva, and related digital tools.
Requirements:
- Diploma or GCEA Level qualification from a recognised institution
- Minimum 3to 5 years of relevant working experience in administrative support, event coordination, stakeholder coordination, procurement support or related operational roles.
- Strong communication and stakeholder management skills.
- Good project coordination, time management, and multitasking abilities.
- Organised and detail-oriented, with experience in managing records, documentation, and trackers.
- Proficient in Microsoft Office (Excel, PowerPoint, Word), Microsoft Teams, Zoom, and other digital collaboration tools.
- Familiar with AI tools such as ChatGPT, Claude, or similar applications to support productivity and administrative work.
- Familiarity with government procurement processes and quotation management is an advantage.
Key Attributes
- Proactive and takes ownership of tasks and follow-ups.
- Strong coordination and organisational skills.
- Able to engage stakeholders professionally and tactfully.
- Clear communicator with good follow-through.
- Comfortable using digital and AI tools to improve productivity.
- Able to identify issues and propose practical solutions.
- Reliable and adaptable in a fast-paced environment.
Job Type: Full-time, Contract
Contract Period: 24months
Working Time:
Monday to Friday: 8.30am to 6.00pm
Work Location: Singapore169037
