Administrator, Retail Marketing

Marina Bay Sands Pte Ltd| Date Posted: 2-May-2019
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'N' Levels / 'O' Levels, ITE/ NITEC/ Higher NITEC, 'A' Levels, Diploma, Bachelor's / Honours, Masters / PhD

Job Description

• Provide administrative support by handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings
• Maintains Executive Director/Director’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Assist with reception covering duties when required – Reception duty includes: receive calls and/or greet visitors, take and relay messages, respond to requests for information; provide information or direct caller/visitor to appropriate individual
• Assist Team with the followings:
- Coordinate on communications for HR matters
- Manage Training and Learning registrations for team
- Facilitate New TM/Intern Orientation and Onboarding Process with HR & IT Team
- Update Virtual Roster for team and ensure that Leave Calendar is updated accordingly
• Assist Retailers with the followings:
- Manage Retailer Event Calendar and prepare weekly retailer event list for email circulation
- Facilitate Permit-To-Work (PTW) Application when required for Retailer and Shoppes Events and ensure that applications are promptly follow up
- Coordinate parking coupon purchase requests and collection between Retailers and Transportation Team
- Manage Retailer’s Dinner & Dance sponsorship requests
• Managing the Gift Voucher Management System (GVMS)
- The only point of contact to raise Shoppes voucher requests and process voucher extension
- Generate voucher status report when required
• Use of Ariba platform to raise purchase requests (PR) and Contract Review Request (CRR) for contracting with vendors and follow up with proper good receiving procedure
• In charge of submitting SCDF Temporary change of use application (once every two months)
• Manage various Finance-related tasks as follows:
- Ensure proper documentation of all purchases and expenditures
- Keep records of all quotations and invoices
- Prepare monthly Accruals reports and assist Senior Manager on budget/forecast
- Process invoices and liaise with vendors on payment matters
• Maintain and/or create files or record keeping systems. Sort, label, file and retrieve documents or other materials. (Examples includes Event Invites and Gift Register recording)
• Monitor, track and follow up on documentation, case files or other assignments to ensure appropriate timelines are met and actions completed.
• Establish and maintain effective communication, coordination and rapport with Team Members and Management.
• Maintain confidentiality of sensitive materials and project the Company’s professional reputation.
• Perform any other tasks and projects as assigned

Job Requirements

• Degree qualification, Business or Marketing-related degree will be an advantage
• Minimum 2 years of administrative experience/or HR-related experience
• Proficient in Microsoft Office applications, especially Excel and PowerPoint.
• Pro-active, independent and able to work in a fast paced environment
• Good interpersonal skills, strong prioritization skills and attention to details
• Work collaboratively as part of a dedicated and hardworking team.