Project & Training Coordinator (BCM APAC)

We are seeking a whiz at organizing, navigating through complex organizations, and always keeping your administration neatly organized. As a key support to our Global Business Change Management Solutions team, you’ll handle a wide range of administrative and training-related responsibilities. From secretarial tasks to timekeeping and reporting, your attention to detail ensures smooth operations and accurate documentation.
Key Responsibilities
Project & Resource Management Support
Maintain accurate timekeeping records, check and approve hours, and prepare discrepancy reports for management across projects and BCM functional areas.
Handle expense claims, credit card statements, and ensure correct cost center allocation.
Coordinate onboarding and offboarding processes, including equipment, access, application access and policy briefings.
Manage staff asset lists and oversee workwear distribution.
Training & Systems Support
Access and administer Clarity for training coordination (with PSO support).
Coordinate Webcost setup and training via self-service.
Create and manage TRFs (Task Register Forms) to assign hours and expenses to correct cost centers.
Support finance activities on:

• P&L overview and monthly cost recharges.
• Invoice and expense verification (including receipts).
• Ensure approval of employee-declared company expenses at correct levels.

Facilities & Event Coordination
Book business trips, flights, hotels, and rental cars for training, projects and other events.
Order office supplies and manage hardware distribution for training, DSV Quality Planning Workshops and other relevant sessions/ engagements.
Organize staff sessions, meetings, conferences, and training lunches.
Arrange meeting rooms and online gatherings as requested.
Create invitation letters for employee travel and co-ordinate with host country HR (or other stakeholders) for assistance.
Communications & Collaboration
Manage shared mailboxes and Teams site (add/remove employees, post updates).
Draft and submit SharePoint articles and regional email communications.
Coordinate townhall and skip-level meetings.
Archive departmental documents and create PDF contracts via Adobe Sign.
Create new suppliers in MDG for invoice processing.
Ensure all incoming invoices are correctly captured and assigned.
Reporting
Liaise with stakeholders to ensure timely department reporting.
Develop reports as requested in collaboration with cross functional team members where applicable.
Monitor and report on the departmental budget, flagging overages, and assisting with project/training budget forecasting.
Required Skills & Experience
Exceptional Organizational Skills: The ability to manage multiple, diverse tasks and responsibilities (administrative, HR, finance, events, projects) with a high degree of precision and accuracy.
Time Management & Prioritization: Proven ability to manage competing deadlines and prioritize tasks effectively under pressure.
Attention to Detail: Meticulous in managing records, data entry, and documentation to prevent errors in financial, HR, and project-related tasks.
Strong Written & Verbal Communication: The ability to draft clear, professional, and concise communications for a variety of audiences, from senior leadership (town halls, skip-level meetings) to new hires (onboarding briefs).
Discretion & Confidentiality: Absolute trustworthiness and the ability to handle sensitive information (HR records, financial data, performance reviews) with the utmost discretion.
Problem-Solving & Proactiveness: The ability to anticipate needs and proactively find solutions, rather than waiting for instructions.
Relationship Management: Strong interpersonal skills to build rapport and collaborate effectively with a wide range of stakeholders, including employees, vendors, and cross-functional teams.
Basic Project Coordination Skills: Foundational skills in project management, including the ability to create and track project timelines, manage task lists, and provide status updates.
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