Administrative Executive (Contract 6 Months | Salary Up to $3,500) (JO29280)

Key Highlights:

• Contract Duration: 6 months
• Salary Range: Up to $3,500/month
• Work Location: HDB Hub Biz Three, Toa Payoh
• Working Hours: To be advised

Key Responsibilities:

Administrative & Records Management

• Maintain accurate digital and physical records of training programmes, participant information, and certifications
• Update and manage training databases to ensure data accuracy, integrity, and accessibility
• Develop and maintain efficient filing systems for easy retrieval of information
• Support the unit's e-Registry filing processes and administrative requirements
• Provide general administrative support to ensure smooth daily operations

Resource & Office Administration

• Coordinate the allocation and maintenance of training facilities, equipment, and resources
• Manage inventory of training materials and office supplies
• Monitor and track unit assets to ensure proper utilisation and accountability
• Coordinate administrative resources required for training programmes and unit activities

Budget Management & Financial Administration

• Monitor expenditure across various budget categories and track utilisation of allocated funds
• Identify and flag potential under-utilisation or over-utilisation of budgets
• Coordinate with Unit Leads on spending plans, budget requirements, and utilisation timelines
• Process and validate financial transactions in accordance with applicable government financial guidelines
• Review financial documents for accuracy, completeness, and compliance
• Work closely with Finance and Procurement teams to reconcile and verify budget records
• Maintain comprehensive financial documentation and records for audit purposes

Financial Reporting & Executive Support

• Prepare quarterly budget updates and present financial information during Unit meetings
• Analyse expenditure and financial trends to identify areas requiring attention
• Provide relevant financial insights to support planning and decision-making
• Highlight key financial indicators, budget concerns, and areas requiring follow-up

Programme Management & Coordination

• Coordinate end-to-end programme logistics, including venues, equipment, materials, and resource requirements
• Liaise with internal teams and external partners to ensure smooth programme delivery
• Track programme milestones, deliverables, and key timelines
• Maintain clear and effective communication with stakeholders throughout programme implementation
• Anticipate operational requirements and develop contingency plans where necessary
• Support the planning, coordination, and administration of training programmes and activities

Documentation & Quality Control

• Establish and maintain comprehensive programme documentation and tracking systems
• Create and update standard operating procedures for programme delivery
• Ensure proper record-keeping of participant information, programme outcomes, and relevant documentation
• Conduct quality checks at key stages of programme implementation
• Maintain accurate programme metrics, performance indicators, and progress records

Stakeholder Management & Progress Monitoring

• Develop and maintain positive working relationships with internal and external stakeholders
• Conduct regular progress reviews and provide status updates on programme activities
• Identify potential issues and coordinate timely follow-up or resolution
• Gather stakeholder feedback and support continuous improvement initiatives
• Ensure programme execution remains aligned with intended objectives and outcomes

Requirements:

• Diploma or Degree in Business Administration, Management, Finance, Accounting, or a related discipline
• 1–3 years of relevant experience in office administration, programme management, finance, or accounting, preferably within education or training institutions
• Financial literacy and experience in budget administration will be highly advantageous
• Familiarity with government financial regulations and compliance requirements is an advantage
• Proficient in Microsoft Office applications, particularly Microsoft Excel, PowerPoint, and Word
• Proficient in data and records management tools, including spreadsheets, databases, and document management systems
• Familiarity with data visualisation tools such as Power BI or Tableau will be an advantage
• Experience with operational requirements within a training institution, such as Outward Bound Singapore, will be an advantage
• Strong organisational and time management skills with excellent attention to detail

Only shortlisted candidates will be notified.

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BGC Group Pte Ltd (Outsourcing)

EA 05C3053