Job Description

Business Unit:Cubic Transportation SystemsCompany Details:When you join Cubic, you become part of a company that creates and delivers technology solutions in transportation to make peoplexe2x80x99s lives easier by simplifying their daily journeys Led by our talented teams around the world, Cubic is committed to solving global issues through innovation and service to our customers and partners.Job Details:JOB SUMMARYWorking with a leading edge Contactless Smart Card technology, the role includes providing good support and coordination to projects involving the Automatic Fare Collection (AFC) system, to fulfil the performance challenges of a real-time, high availability system that processes millions of commutersxe2x80x99 cards daily.This position provides the essential administration, project co-ordination and support to the Supervisors and Managers on the projects to ensure a successful delivery. Your administrative functions will provide an efficient and organised operation of the projects.KEY DUTIES AND RESPONSIBILITIES (May be required to perform additional duties):Organisation

• Schedule of meetings and meeting rooms for supervisors and Managers.
• Maintaining supervisors and Managers calendars.
• Occasional attendance of meetings with associated minute taking.
• Assist in preparing of Monthly reports and internal Business reviews and reporting.
• Resolve administrative problems.
• General clerical duties including but not limited to photocopying, fax and mailing.
• Record, compile, transcribe and distribute minutes of meetings.
• Travel arrangements for project team including flights, hotels, car hire etc for overseas travel.

Management of all incoming and outgoing letters, involves:

• Prepare outgoing letters to submit to clients and other contractors
• Maintenance of the incoming and outgoing letter register for reference number logging and assigning to outgoing letters.
• Distribute incoming letters from clients and contractors.

• Scan of both incoming and outgoing letters and upload to relevant SharePoint site.

Procurement

• Creation of all Purchase Requisitions in SAP after managerial approval and sign off.
• Management of all logistics / delivery arrangement for local deliveries, overseas incoming and outgoing shipments especially for production deliverables.
• Management of purchase orders for Cubic spare parts from existing operators and liaising with Tullahoma customer service.

SAP Administration

• Generate Intercompany Demands (cost and materials) after signed off and approval by management.
• GR for goods received and payment process
• Creation of all Purchase Requisitions in SAP after managerial approval and sign off.
• Concur: Local troubleshooting and support for Singapore Office, including Account Set Up Submission Expense Claims, Submission of Travel Requests, Request of WBS / Cost Centre code, questions on Approval flow, check of payment status.
• Fiori: Troubleshoot and Guiding.

Reports

• Creation of monthly risk reports captured from RIO
• Generation and creation of BI reports from SAP
• Assist and compilation of Ship Rooms reports for Singapore projects

Documentation

• Management of documentation submissions.
• Maintain the design document register with document numbers and release revisions.
• Creation of cover letters for each document submission and completion of excel sheet information for LTA on each submission.
• Management of documents for printing in major submissions, such as Final Design and Final Document Submission.

General Duties and Responsibilities:

• Comply with Cubicxe2x80x99s Quality Management System
• Comply with Cubic Occupational Health, Safety and Environment policies and procedures
• Comply with security in accordance with established policies and procedures of the organisations
• Other duties as requested

KEY REQUIREMENTS (Skills, knowledge, qualifications and experience)Qualifications:Essential:

• GCE xe2x80x98Axe2x80x99 Levels / diploma

Desirable:

• IT Skills training / certification

Skills/Experience/KnowledgeEssential:

• Minimum of 2 years of related experience in administrative role supporting supervisors and managers.
• Minimum 2 years using SAP
• Versed in office software programs, including spreadsheets, word processing, PowerPoint presentations and SharePoint.
• Organisational skills to manage various calendars, schedule appointments and handle multiple tasks.
• Effective written and oral communication skills. Able to speak both English and Mandarin.
• Good understanding on verbal and written English, and spoken mandarin
• Experience in formulating minutes of meeting and monthly reports.
• Ability to prioritize work, complete multiple tasks and work under deadlines
• Solid knowhow of general office procedure and ability to adjust to new processes.
• Attention to detail and able to proof read of letters and documents.

Personal Qualities

• Self-motivated, able to work unsupervised
• Good interpersonal and communication skills with the ability to communicate new ideas/issues
• Attention to detail
• Be calm and able to stay focused under pressure
• High energy level
• Ability to liaise and negotiate with people
• Positive attitude
• Team player

.CONDITION OF EMPLOYMENT

• Singaporean or Permanent Resident

The description provided above is not intended to be an exhaustive list of all job duties, responsibilities and requirements. Duties, responsibilities and requirements may change over time and according to business needs.Worker Type:Employee

Cubic