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