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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