Administrative Support Coordinator

7 days ago


Singapore Tech Full time
Job Overview:

Ngee Ann Polytechnic is seeking a highly organized and detail-oriented individual to fill the role of Administrative Support Coordinator in our School of Film & Media Studies.


Duties and Responsibilities:

This 11-month contract position involves providing administrative support to course leads and other departments, including Continuing Education and Training Academy (CETA), Estates, Eco & Safety Office (EES), Human Resource & Organisational Development (HROD), etc.

The successful candidate will be responsible for coordinating with stakeholders, processing information, data entry, tracking deadlines, updating records, and uploading documents to central repositories.

In addition, this role will assist in hiring staff by scheduling interviews, managing arrangements, contacting candidates, retrieving documents, and drafting hiring forms.


Logistics and Administration:

The selected candidate will administer staff passes by coordinating with stakeholders, arranging card programming, and distributing cards.

They will also be responsible for catering orders, confirming run dates and pax with course leads, liaising with caterers, selecting menus, and managing classroom bookings.

Furthermore, this role will provide logistical support to Associate Trainers onsite during training days as needed.


Teaching Claims Processing:

The successful candidate will aid in teaching claim submission by reminding course leads, retrieving confirmed timesheets, checking hours against timetables, and consolidating entries according to HR templates.

They will inform trainers and adjunct staff on claim acknowledgement.


Required Skills and Qualifications:

We are looking for an individual with at least 2 years of experience in administrative support roles, specifically in areas such as:

  • Administrative Support: Managing day-to-day tasks like scheduling, filing, data entry, and document handling using office software.
  • Customer Service & Communication: Handling inquiries and maintaining smooth communication across teams.
  • Organization & Time Management: Prioritizing tasks, multitasking, and managing time effectively in a busy office environment.
  • Basic Financial & HR Support: Assisting with invoicing, petty cash, employee records, and recruitment or onboarding.
  • Event & Project Coordination: Organizing meetings, workshops, or small projects, ensuring deadlines are met and follow-ups are handled.

About Ngee Ann Polytechnic:

Ngee Ann Polytechnic is a public tertiary institution renowned for academic excellence and close industry links.

We pride ourselves on having a dedicated teaching faculty and state-of-the-art campus facilities.

If you are a self-starter with innovative ideas, a versatile person with drive for all-rounded excellence, and a dedicated team player who shares our vision and values, we invite you to join our inspired team.



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