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Senior/Assistant Manager, Administration and Marketing Support Services, OCCM

Singapore Management University (SMU)
Posted On :15 Jun 2018


Job Summary

  • Salary:   Undisclosed
  • Location: Singapore - South
  • Work Type: Permanent / Full Time
  • Min. Education Level: Diploma
  • Field of Study: Not Applicable
  • Years of Experience: 3
  • Skills: Team player and understanding of team dynamics is important.

Job Descriptions


  • Provide support in all administrative matters, including scheduling of meetings, resources booking for meetings, mailing, courier, travel arrangements, expense claims, procurement of stationary and equipment.
  • Maintain office policies. Able to document down processes into Standard Operating Procedures.
  • Assist in managing office administration, logistics and day-to-day operations for the Corporate Marketing team.
  • Assist in coordinating work functions between Corporate Marketing and various SBUs (internal) and/or agencies (external).
  • Ensure proper record keeping procedures for confidential correspondences and documents.
  • Processing purchase orders, expenditures, budgets, payments and fixed assets and stock taking.
  • Reconcile and verify account entries against company system reports and balance off entries.
  • Charge expenses to accounts and cost centres by analysing invoices/expenses report and recording entries appropriately.
  • Research and resolve invoice discrepancies and issues.
  • Assist in the preparation of monthly, annual budget and budget presentation.
  • Liaise with Office of Finance to ensure all payment/invoices reconcile with the purchase orders created.
  • Assist in The SMU Shop annual stock taking exercise.
  • Assist in IT office system and HR matters relating to the team.
  • Support marketing team in brand and marketing/social/digital policies compliance.
  • Monitor and balance media master contracts and other marketing subscription and marketing automation contracts.
  • Schedule and facilitate training for the team. Maintain training budgets and entitlements.
  • Help out at official function organised by OCCM (e.g. Patron’s Day, PDLS, HRH, PSOUs…etc).
  • Administer SAAS.
  • Procurement Process via tender and close pitches.
  • Organise and orientate new staff.


  • Diploma or Degree with Secretarial cert will be advantageous.
  • Proficient with MS Office suite and Google suites/apps.
  • Some understanding of office/marketing automation tools is an added bonus (.e.g. Google Doc, Mailchimp, Act-On, Eloqua, Advanced Excel).
  • Highly organized and meticulous.
  • High EQ and tact as the role involve dealing with various stakeholders.
  • Excellent time management skills and ability to multi-task and prioritized work.
  • Independent and takes initiative.
  • Matured, composed and can take pressure and challenging work task well.
  • Team player and understanding of team dynamics is important.

About This Company

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The ''family-like'' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together – building a strong collegiality and morale within the university.Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities – all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.  

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