Executive (Support) - School of Engineering [ITE College East]

What the role is: As an Executive (Support) staff to the School of Engineering, your role is to support policies and schemes in specific functional areas.

What you will be working on:

1. Support the daily operation of services by:
   • Assisting requestors to reserve facilities through the Facility Reservation System,
   • Reporting any faults found in facilities through the ESV Helpdesk or email,
   • Ensuring consumables are available for 3-in-1 printers in the staff centre,
   • Contacting the vendor for servicing if the printer is out of order.
2. Manage enquiries from various stakeholders:
   • Students, parents, public, agencies allowing students, vendors, visitors, etc. access to the staff centre,
   • Attending to queries from students, vendors, and staff,
   • Searching & reserving suitable venues for events,
   • Covering MSO (ME/EE) duties in his/her absence,
   • Collecting & distributing items for staff & students,
   • Issuing A4 paper & stationery to staff,
   • Dispatching & collecting mails/documents,
   • Informing CAS to arrange delivery of gifts/wreaths,
   • Assisting in the distribution of certificates for the Graduation Ceremony,
   • Performing other ad-hoc duties/requests, as well as supporting College’s events and functions.
3. Monitoring and processing of the department’s budget:
   • Assisting requestors to fill in the RPA PR form,
   • Being familiar with fund codes, ensuring correct account codes are used for the PRs,
   • Submitting requestor's PR (eCAT/SVP/WTC) through KRIS,
   • Assisting requestor to submit PR(ITQ) in KRIS,
   • Following up on all PRs from approval to payment,
   • Sending requests to vendors for transport services until availability is confirmed on behalf of requestors,
   • Raising PR for stationery, rubber stamps, copy charges, transport services, etc.
4. Monitoring and processing of the department’s finances:
   • Assisting requestors with information on Direct Payment/Staff Claim guidelines, procedures, fund codes & documentation,
   • Ensuring direct payment forms are filled in correctly & supporting documents attached,
   • Submitting DPs for approvals & to Finance for payments,
   • Preparing Virement & JAV forms, submitting for approval & finance for processing,
   • Handling donations of book prizes from corporate partners,
   • Liaising with vendors on payment matters, delivery orders, etc.
5. Maintain and upkeep records and inventory items.
6. Review and improve work processes.
7. Maintain proper documentation keeping.
8. Perform any other administrative duties as assigned.

What we are looking for:

1. At least 2 years of relevant work experience.
2. Good interpersonal skills and communication skills (both in written and spoken).
3. Self-motivated, self-disciplined with a positive attitude.
4. Meticulous with financial matters, procurement, and inventory.
5. Good time management and strong multi-tasking skills.
6. Technology savvy and proficiency in Microsoft Office Suite.
7. A candidate must be a good team player who is process/detail-oriented and organised.
8. Some knowledge of event management will be an advantage.

Applicants may check their application status at the end of 8 weeks from the closing date of this job posting.