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Admin Assistant, Management Office

Date: 19-Sep-2021

Location: Singapore, Singapore

Company: Singtel Group


Singtel, Asia’s leading communications technology group, provides an extensive range of telecommunications and digital services to millions of consumers and businesses across Asia, Australia, Africa and the USA. With over 140 years of innovation behind us, we continue to push boundaries in our networks and services, to enrich lives and transform businesses.


Our core values – Customer Focus, Challenger Spirit, Teamwork, Integrity, and Personal Excellence – shape the way we work. We are passionate about making a difference and have an open and inclusive culture where everyone is empowered to do their best. Our diverse business means you will enjoy unique opportunities and rewarding experiences to learn and grow your career in a dynamic industry.


Join us and experience what it’s like to be with an Employer of Choice*. Together, let’s create a brighter digital future for all. *Awarded at the HR Fest Awards 2020




This role is for the Core Systems department of Singtel. Core Systems is a domain covering service management, application enhancements and project delivery required for Singtel and Optus business units to run and operate their business operations for delivering service to our customers. These systems deliver customer care, ordering, service fulfilment and billing functions. We aim to deliver prompt and accurate services to customers and to ensure applications are healthy, new changes and/or configurations are deployed accurately to operation.


Why work for Singtel Core Systems?

  • Strong alignment with business and KPIs centered around business
  • Open office space with teams co-located
  • Many new things to learn and we follow latest best practices in the industry
  • Attention to technical and functional excellence
  • Culture of learning, coaching and mentoring
  • Career growth path as engineer, analyst, architect
  • Dynamic organization where change is the only constant
  • Innovation is part of the yearly KPIs


Key Responsibilities:


Office Administration

  • Provide and responsible for full spectrum of administrative support for various teams with staff/vendor contractors
  • Provide seating/lockers/facilities support (eg copier) for CS staff/vendor contractors
  • Support CS staff/vendor contractors onboarding and ensure all Singtel properties are returned and accounted for once a CS staff/vendor contractor leaves Singtel
  • Arrange and liaise with Security department for clearance of vendor contractors and ‘travellers’ to access SRN6 over the week-end for work related matters
  • Track & monitor admin cost (including stationary, office supply & entertainment) for ACS team. Including ordering paper.
  • Management of ACS distribution lists
  • Issue & track Office Access Card and/or Visitor Pass for staff/vendor/contractor
  • Issue and track laptops for staff and vendors regularly, liaising with Central PC team
  • Spot Awards: Prepare certification and issue to staff concern


Management Support

  • Secretariat for Management, Schedule regular meetings, booking of conference rooms for ACS/Management team and liaise with other parties (internal or external including vendors) involved in the meetings.
  • Administer paper for Management who applies for:
  • VISA, air ticket, business trip approval, liaise with Travel Desk on flight arrangements/accommodation and any other logistics
  • Follow through with reimbursement of travel claims on his return
  • Criteria/eligibility/term & condition for purchase of hand phone, laptop, PC etc
  • Ensure confidentiality in all matters dealt with
  • Execute monitoring of any CS system audit fraud and generate reports to CS Directors


Administration Support

  • Validate and raise SO/SE for Agency contract monthly invoices
  • Validate and raise SO/SE to vendors for contracts and services rendered
  • Validate and raise SO/SE to vendors for hardware / software maintenance
  • Validate and raise PO/GRS for license purchase / renew
  • Track payment status and ensure timely payment to vendor
  • Facilitate to collate & generate monthly financial reports
  • Familiar with SAP reports and transactions
  • Validate and raise JV/TRS for staff cost capitalisations
  • Contracts and documents filing
  • Raise vendor creation request whenever contracting with new vendors
  • Ensure and process transfer of assets as and when there is staff movement/re-structure/re-organisation
  • Maintain laptop list / ownership of staff / vendor contracts
  • Maintain assets tracking list and involve in assets sighting exercise
  • Decommission Assets that reach End of Life span
  • Carried out and followed through the asset condemnation process
  • Any other admin work assigned from time to time.


Financial Support

  • Monitor both capex and opex expenditure for CS / ACS and present status report to management upon request
  • Assist in the compilation of budget numbers during the annual budget exercise and input into BPC
  • Assist in reporting for up-to-date spending of each individual project and the detail information such as when POs, SOs raised when GRS & SE done etc
  • Assist in OPEX up-to-date spending and detail information such as when POs, SOs raised when GRS & SE done etc
  • Alert management for abnormalities
  • Assist in OPEX cost accrual submission each month within the given deadline
  • Familiar with SAP reports and transactions relating to Financial monitoring


Project Assistant

  • Work with the CS / ACS IT Project In-Charge
  • Create New Capital Projects in SAP during AOP budgeting period
  • Raise Purchase Order for all purchases
  • Provide eWorkflow support for PRF info-bench update before releasing of PO/SO
  • Asset Creation for CS Projects, Laptop
  • Cost Settlement of assets in impact sys via cj02
  • Complete T105 form to Finance to commission Assets
  • Prepare assets label stickers and maintain asset records
  • Define Assets Accountability and ownership


The ideal candidate should possess:

  • IT Certificate or equivalent
  • 3 years relevant work experience
  • Word processing eg MS Excel, Powerpoint, MS Word
  • Experience in SAP transactions and reports
  • Basic finance and accounting skills
  • Social communication



We believe in the strength of a vibrant, diverse and inclusive workforce where backgrounds, perspectives and life experiences of our people help us innovate and create strong connections with our customers. We strive to ensure all our people practices are non-discriminatory and provide a fair, performance-based work culture that is diverse, inclusive and collaborative.