Senior Administrator Program Support

2 weeks ago

Singapore CUBIC TECHNOLOGIES SINGAPORE PTE. LTD. Full time

Working with a leading edge Contactless Smart Card technology, the role includes providing good support and coordination to projects involving the Automatic Fare Collection (AFC) system, to fulfil the performance challenges of a real-time, high availability system that processes millions of commuters’ cards daily.

This position provides the essential administration, project co-ordination and support to the Supervisors and Managers on the projects to ensure a successful delivery. Your administrative functions will provide an efficient and organised operation of the projects.

KEY DUTIES AND RESPONSIBILITIES

(May be required to perform additional duties):
Organisation
- Schedule of meetings and meeting rooms for supervisors and Managers.
- Maintaining supervisors and Managers calendars.
- Occasional attendance of meetings with associated minute taking.
- Assist in preparing of Monthly reports and internal Business reviews and reporting.
- Resolve administrative problems.
- General clerical duties including but not limited to photocopying, fax and mailing.
- Record, compile, transcribe and distribute minutes of meetings.
- Travel arrangements for project team including flights, hotels, car hire etc for overseas travel.

Management of all incoming and outgoing letters, involves:

- Prepare outgoing letters to submit to clients and other contractors
- Maintenance of the incoming and outgoing letter register for reference number logging and

assigning to outgoing letters.
- Distribute incoming letters from clients and contractors.
- Scan of both incoming and outgoing letters and upload to relevant SharePoint site.

Procurement
- Creation of all Purchase Requisitions in SAP after managerial approval and sign off.
- Management of all logistics / delivery arrangement for local deliveries, overseas incoming and

outgoing shipments especially for production deliverables.
- Management of purchase orders for Cubic spare parts from existing operators and liaising with Tullahoma customer service.

GEM / SAP Administration
- GEM Super User
- Generate Intercompany Demands (cost and materials) after signed off and approval by management.
- GR for goods received and payment process
- Creation of all Purchase Requisitions in SAP after managerial approval and sign off.
- Concur: Local troubleshooting and support for Singapore Office, including Account Set Up

Submission Expense Claims, Submission of Travel Requests, Request of WBS / Cost Centre code,

questions on Approval flow, check of payment status.
- Fiori: Troubleshoot and Guiding.

Reports
- Creation of monthly risk reports captured from RIO
- Generation and creation of BI reports from SAP
- Assist and compilation of Ship Rooms reports for Singapore projects

Documentation
- Management of documentation submissions.
- Maintain the design document register with document numbers and release revisions.
- Creation of cover letters for each document submission and completion of excel sheet information

for LTA on each submission.
- Management of documents for printing in major submissions, such as Final Design and Final Document Submission.

General Duties and Responsibilities:

- Comply with Cubic’s Quality Management System
- Comply with Cubic Occupational Health, Safety and Environment policies and procedures
- Comply with security in accordance with established policies and procedures of the organisations
- Other duties as requested

KEY REQUIREMENTS

(Skills, knowledge, qualifications and experience)

Qualifications:

- GCE ‘A’ Levels / diploma
- IT Skills training / certification

Skills/Experience/Knowledge

Essential:

- Minimum of 2 years of related experience in administrative role supporting supervisors and

managers.
- Versed in office software programs, including spreadsheets, word processing, PowerPoint

presentations and SharePoint.
- Organisational skills to manage various calendars, schedule appointments and handle multiple

tasks.
- Effective written and oral communication skills. Able to speak both English and Mandarin.
- Good understanding on verbal and written English, and spoken mandarin
- Experience in formulating minutes of meeting and monthly reports.
- Ability to prioritize work, complete multiple tasks and work under deadlines
- Solid knowhow of general office procedure and ability to adjust to new processes.
- Attention to detail and able to proof read of letters and documents.

Personal Qualities
- Self-motivated, able to work unsupervised
- Good interpersonal and communication skills with the ability to communicate new ideas/issues
- Attention to detail
- Be calm and able to stay focused under pressure
- High energy level
- Ability to liaise and negotiate with people
- Positive attitude
- Team player

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