Executive Assistant (12 Months Contract)

Responsibilities

Contract Administration

• Draft, review, administer, and maintain contracts and commercial agreements in accordance with company policies, procedures, and compliance requirements.
• Collaborate with internal stakeholders and contract owners to gather, clarify, and document business, procurement, and service requirements.
• Coordinate the preparation, issuance, and management of contracts, amendments, work orders, and supporting documentation.
• Monitor contract terms, key milestones, expiry dates, renewals, and compliance obligations to ensure timely action.
• Maintain an organized and centralized contract repository, ensuring documentation is accurate, complete, and readily accessible.

Procurement & Purchase Order Management

• Create and process Work Orders (WO), Shopping Carts, Purchase Requisitions (PR), and Purchase Orders (PO) through internal procurement systems.
• Coordinate approval workflows and ensure procurement activities comply with established policies and procedures.
• Track and manage the full PO lifecycle, from issuance and confirmation through fulfillment and closure.
• Prepare and coordinate the issuance of PO Completion Certificates, Service Acceptance Certificates, and other project close-out documentation.
• Liaise closely with Procurement and Finance teams to facilitate timely invoice processing and vendor payments.

Vendor Management

• Act as the primary administrative liaison for vendors, contractors, and service providers.
• Support vendor onboarding, registration, qualification processes, and documentation requirements.
• Maintain accurate vendor records and ensure adherence to company policies and compliance standards.
• Monitor vendor performance, contractual obligations, and service delivery commitments.
• Coordinate contract renewals, quotation requests, vendor assessments, and performance evaluations.

Administrative & Operational Support

• Prepare reports, presentations, and management updates related to contract administration, procurement activities, and vendor performance.
• Monitor departmental budgets, expenditures, and purchasing activities to support effective cost management.
• Maintain accurate records, filing systems, and documentation to ensure audit readiness and regulatory compliance.
• Support internal and external audits by providing the required documentation and records in a timely manner.
• Collaborate with cross-functional teams to facilitate the smooth execution of operational and procurement processes.
• Ensure the timely and accurate issuance of contracts, Work Orders (WO), Purchase Orders (PO), order confirmations, completion certificates, and related procurement documents.
• Uphold high standards of accuracy, compliance, and document control across all contractual and procurement activities.

Requirements

• Diploma in Business Administration, Supply Chain Management, Procurement, Contract Management, or a related field.
• Minimum 3-5 years of experience in contract administration, procurement support, or administrative operations.
• Experience handling Work Orders, Purchase Orders, Shopping Carts, and vendor-related processes.
• Familiarity with contract lifecycle management and procurement procedures.
• Experience with ERP systems such as SAP, Oracle, Ariba, Coupa, or equivalent is an advantage.

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By sending us your personal data and curriculum vitae (CV), you are deemed to consent to PERSOL Singapore Pte Ltdand its affiliates collecting, using and disclosing your personal data for the purposes stated in the Privacy Policy https://www.persolsingapore.com/policies. You acknowledge that we may use artificial intelligence and machine learning technologies to support our recruitment and placement services. Where permitted by applicable law, we may also use such personal data to develop, train, test, improve and/or fine-tune AI and machine learning technologies that support our recruitment and business operations. For consent withdrawal, please email us at [email protected].

PERSOL Singapore Pte Ltd • RCB No. 200007268E • EA License No. 01C4394• Reg No: R1770602 (Teng Min Yee)