Contract Secretary/ Administrator - Pharma MNC

Recruit Express Pte Ltd| Date Posted: 18-Nov-2019
EA Licence No: 99C4599|EA Personal Registration No: R1875164
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Job Nature:
Position Level:
Bachelor's / Honours

Job Description

Learning & Development (40%)

  • Be the first point of contact for learning and development queries and be responsible for all training related administration
  • Support the Senior Regional Talent & Development Manager in ensuring the development and maintenance of robust learning management workflow and processes
  • Liaise with vendors on contracts submissions and ensure that approvals are obtained within agreed timeframe
  • Design and communicate electronic direct marketing (eDM) materials for all training
  • Arrange hospitality, room layout, liaison with trainers and hotels, training venues booking, printing and distributing course materials and ensuring required equipment is available and in working order for the efficient running of learning & development programs
  • Liaise with participants to ensure that they respond to required actions within agreed timeframes
  • Coordinate all off-site training activities for employees
  • Work closely with internal key stakeholders (e.g., procurement department, finance department, Facilities/IT department) to ensure all that required processes and procedures are met
  • Administer learning evaluations to measure learning and performance as a result of learning initiatives
  • Manage vendor payment and ensure that payment are processed according to terms and conditions agreed
  • Ensure that invoices are received, approved, submitted and filed in a timely manner
  • Manage Purchase Requisition/Purchase Order in the accounting system (Axapta)
  • Update and track all training expense and payment
  • Develop and maintain accurate and easily accessible records and processes for all learning and development activities and processes including recording and monitoring attendance, ensuring that employees required to attend specific workshops are easily identified and followed up
  • Assist with periodic reporting as requested such as; creating and maintaining training activity records, updating training records and ensuring information is accurate and up-to-date and producing reports as required

Admin Support (40%)

  • Physical filing of contracts in a timely and meticulous manner
  • File trademark certificates, trademark related legal documents and information physically and electronically (via online database and hard-drive) in a timely and meticulous manner.
  • Assist stakeholders with trademark related queries with information retrieved from the online database and/or hard-drive.
  • Assist with formalization of legal documents, including liaising with law firm on notarization and documentation formalities.
  • Provide logistical assistance and compilation of documents/papers for board meetings and where applicable, liaise with external corporate secretarial company on the filing and legalization of board resolutions.
  • Ensure that invoices are received, approved, submitted and filed in a timely manner

Admin Support for Recruitment Activities

  • Support the administration and co-ordination of the end to end hiring activities
  • Collect onboarding documents from candidates and manage pre-onboarding process
  • Create job offers following the process
  • Coordinate candidates interviews and all elements of interview logistics
  • Conduct background and reference checks when applicable
  • Prepare hiring reports on new hire metrics (e.g. time-to-fill, time-to-hire and source of hire)

Job Scope:

  • Minimum a Diploma holder
  • 2 to 3 years of Administrative support and services experience preferred
  • Good Microsoft Office Skills (PowerPoint, Word and Excel)
  • Strong sense of integrity and able to handle confidential information with extreme care
  • Excellent project management and planning skills
  • Strong written and verbal communication skills
  • Able to perform in a fast pace & multicultural work environment
  • Able to deliver and remain composed even under pressure

Interested candidates please submit your resume to jacechoo@

Alternatively, pls call Jace at 6736 3280
Jace Choo Oi Kei
Personnel EA License No.: R1875164
Recruit Express Pte Ltd (EA Licence No.: 99C4599)

Company Overview
Recruit Express Pte Ltd