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

• Support the daily operation of services by assisting requestors to reserve facility through the Facility Reservation System, report any faults found in facility through ESV Helpdesk or email, ensure consumables are available for 3-in-1 printers in staff centre, contact vendor for servicing if printer is out of order.
• Manage enquiries from various stakeholders, including students, parents, public, and agencies, allowing access to the staff centre; attend to queries, search & reserve suitable venues for events, cover MSO (ME/EE) duties in his/her absence, collect & distribute items for staff & students, issue A4 paper & stationery to staff, dispatch & collect mails/documents, inform CAS to arrange delivery of gifts/wreaths, assist in distribution of certificates for Graduation Ceremony, and other ad-hoc duties/requests, as well as support College’s events and functions.
• Monitor and process the department’s budget by assisting requestors to fill in the RPA PR form, ensuring correct account codes are used for the PRs, submit requestor's PR (eCAT/SVP/WTC) through KRIS, assist requestor to submit PR (ITQ) in KRIS, follow up on all PRs from approval to payment, and raise PR for stationery, rubber stamps, copy charges, transport services, etc.
• Monitor and process the department’s finances by assisting requestors with information on Direct Payment/Staff Claim guidelines, ensuring direct payment forms are filled in correctly & supporting documents attached, and submit DPs for approvals & to Finance for payments.
• Maintain and upkeep records and inventory items.
• Review and improve work processes.
• Maintain proper documentation keeping.
• Any other administrative duties as assigned.

What we are looking for

• At least 2 years of relevant work experience.
• Good interpersonal and communication skills (both written and spoken).
• Self-motivated, self-disciplined with a positive attitude.
• Meticulous with financial matters, procurement, and inventory.
• Good time management and strong multi-tasking skills.
• Technology savvy and proficiency in Microsoft Office Suite.
• Candidate must be a good team player who is process/detail-oriented and organised.
• 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.