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Not stated
Work mode
On-site
Experience
Some experience
About the role
You will support the Medical Tower Planning and Development team in the CEO's Office at Tan Tock Seng Hospital, keeping the office running smoothly so the team can focus on delivering the Medical Tower project. This role suits someone organised, dependable, and who takes pride in doing the groundwork well.
What you'll do
Maintain an organised filing system for office documents, technical drawings, and correspondence in line with hospital standards.
Handle incoming and outgoing documents, mail, and requests from other departments and consultants, ensuring timely distribution and follow-up.
Raise purchase requisitions and process invoices, liaising with Finance and relevant departments for timely payment and proper record-keeping.
Track and follow up on outstanding payments with external vendors, suppliers, and contractors, ensuring invoices and claims are processed, documented, and resolved within agreed timelines.
Manage office supplies and stationery, ensuring sufficient stock is maintained.
Schedule and coordinate meetings, book venues, and ensure rooms are set up with necessary equipment and materials.
Attend meetings as assigned to take clear and accurate notes, and distribute minutes to attendees following approval.
Follow up on meeting action items and assist in compiling status updates for the team.
Provide logistical support for hospital-wide events, forums, and engagement sessions, including venue booking, setup coordination, and on-the-day support.
Liaise with vendors for displays, exhibitions, and visual materials, coordinating delivery, installation, and removal in line with event timelines.
Assist in preparing presentation materials, collaterals, and briefing packs for internal and external stakeholders.
Assist with onboarding of new team members, including coordinating access, IT setup, and induction arrangements.
Handle internal communications and correspondence professionally, including responding to general enquiries and directing queries to the right person.
Support the team with any other administrative or operational tasks as assigned by the supervisor or Head of Department.
Requirements
Diploma in any discipline
At least 1-2 years of administrative or office support experience, preferably in healthcare or public sector
Organised and detail-oriented, able to manage multiple tasks and deadlines concurrently
Good written and verbal communication skills in English
Proficient in Microsoft Office applications including Word, Excel, and PowerPoint
A team player who takes initiative, handles confidential information with discretion, and demonstrates sound work ethics
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