Admin Assistant (Contract)

Job Scope:

• Review and Consolidate report submission:
• Follow-up and review report submissions to ensure completeness.
• Conduct audit checks on report submissions and seek clarifications with the appointed vendor(s) within the stipulated timeline.
• Finalized monthly reports based on findings and necessary rectifications from audit checks. Finalized reports should be cleaned up and supported with documents based on company requirements.
• Consolidate clean reports and validate supporting documents for filing and for billing. All reports and supporting documents should be filed organized manners in stipulated drive.
• Update internal tracking sheet (i.e. utilization tracking sheet, audit / risk tracking sheet).
• Consolidate vendor and/or programme feedback for internal review.

Management of the audit cases:

• Liaising with other departments on audit and suspected fraudulent staff cases.
• Coordination with respective CIP Account Managers and/or affected corporate partners toensure lapse in responsibilities are resolved timely.
• Updating of Corporate Partners Audit Report while adhering to audit schedules.
• Submission of Monthly incident reporting of audit results, for Severity 1 actual cases, with proper documentation.

Assisting in Program Management:

• Maintaining filing system for tracking sponsorships/contributions by corporate partners and entitlements extended to them, to ensure their sponsorships/contributions are fulfilled within the agreement period.
• Liaising with Corporate Marketing (CM) Division on marketing collaterals request by corporate partners.
• Liaising with third-party vendors on arrangement of Point-of-Sale Materials (POSM)deliveries to corporate partner outlets on weekly basis for new outlets and quarterly for mass replenishment to all outlets.
• Assist in updating documents (Masterlist and POSM list) to ensure accuracy of Business Admin Portal (BAP), including data verification and cleaning in Excel format

Follow up and tracking of Campaign / Programme Partnership documentation:

• Work with CIP Account Managers to populate, monitor and track agreements, fulfilments and/or relevant documentations (based on CIP's requirements) from Partners/ Programme team
• Consolidate supporting documents based on templates provided for each agreement and/or programmes and submit to CIP admin for audit documentation.
• Assisting with activations (i.e., submission of updates to corporate marketing for website updates)
• Preparation of monthly reports (i.e., scan reports for EDSH partners)
• Liaise with partners to resolve customer service issues (i.e., inform program on the correct POS setup)
• Sourcing and sending emails to prospective corporate partners
• Take Minutes for meetings
• Assisting in setting up meetings (i.e., booking a meeting room, sending invites and reminders)
  

Requirements

• Evaluated based on qualifications, experiences and skillsets listed in requirements
• Minimum Diploma or GCE A Level
• Communications and ability to liaise with multiple stakeholders
• Has at least 1 years experience in administrative role (e.g., department meeting scheduling, minutes taking etc)
• Proficient knowledge and work experience for Microsoft Programmes (Outlook, PowerPoint, Word and Excel).

EA Personnel Name: Jackie Ng
EA Personnel No: R22109024
EA License No: 95C5411