Job Scope
Review and Consolidate report submission:
- (Monthly) Follow up and review report submissions to ensure completeness and data accuracy.
- (Monthly) Conduct audit checks on report submissions and to seek clarifications with the appointed vendor(s) within the stipulated timeline. Audit checks include accuracy of data submitted as well as tallying supporting documents with data submitted.
- Develop manual for audit checks (i.e. checklist, steps) to ensure thorough checks for audit.
- (Monthly) Finalised monthly reports based on findings and necessary rectifications from audit checks. Finalised reports should be cleaned up and supported with documents based on HPB's requirements.
- (Monthly) Consolidate clean reports and validated supporting documents for filing and for billing. All reports and supporting documents should be filed organised manners in stipulated drive.
- (Monthly) Update internal tracking sheet (i.e. utilisation tracking sheet, audit / risk tracking sheet).
- (Ad Hoc) Consolidate vendor and/or programme feedback for internal review.
Virtual Tagging
- (Ad Hoc) Validate vendor's virtual HDP tagging for approved partner(s) and ensure all virtual tagging are included in monthly reports.
Tracking of Programme inventory:
- (Monthly) Follow up and review inventory report to ensure completeness and accuracy.
- (Monthly) Submit inventory report to relevant stakeholders based on requirements.
- (Monthly) Update internal tracking sheet (i.e. audit / risk tracking).
- (Ad Hoc) Arrangement inventory replenishment with vendor(s) and relevant stakeholder(s) based on inventory needs.
- (Ad Hoc) Conduct and document inventory checks at vendor's warehouse (1 - 4 times a year).
Tracking and processing of inventory and requests with logistic vendor:
- Liaise with appointed logistic vendor(s) to process delivery/courier/sorting requirements
- Establish tracking mechanism to accurately track and document inventory movements.
- Track and monitor requests made to appoint vendor(s).
- (Weekly) Update all inventory requests in internal tracking sheet and validate inventories with vendor(s) weekly report.
- (Monthly) Consolidate monthly movements and validate supporting documents for internal review and for billing. All reports and supporting documents should be filed organised manners in stipulated drive.
- (Monthly) Update internal tracking and audit / risk tracking.
- (Ad Hoc) Conduct and document inventory checks at logistic vendor's warehouse (inclusive of samples checks and 1 - 2 times of thorough checks a year)
Follow up and tracking of Campaign / Programme Partnership documentations
- 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 internal team for website updates)
- Preparation of monthly reports for partners (if applicable)
- (Ad-Hoc) Minute taking for meetings
- (Ad-Hoc) Assisting in setting up meetings (i.e., booking of meeting room, sending invites and reminders)
- Complete and process internal administrative forms and documentation based on information provided by Account Managers, ensuring accuracy prior to circulation for approval.
- Coordinate between the Corporate & Industry Partnerships (CIP) team, programme teams, and Marketing team to facilitate timely preparation and delivery of assets to partners, including support for HPM-related matters.
- Follow up with partners on proof of deliverables as assigned, ensuring timely submission and proper documentation.
- Review and reconcile discrepancies between past and current partnership agreements, flagging differences to support Account Managers in the agreement renewal process
Requirement
- At least a Diploma or GCE A Level qualification and 1-2 years of relevant work experience.
- Experience liaising with multiple stakeholders, and possess good communication, customer service, project management and time management skills
- Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook) is required,
- Meticulous and comfortable with Excel.
Additional:
- 1 Nov 2026 to 31 Oct 2028 (tentative)
- Monday-Friday: 9am to 6.30pm
- Office at Outram
EA Personnel Name: Jackie Ng
EA Personnel No: R22109024
EA License No: 95C5411
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