Admin Assistant

Job Responsibilities

**General Duties under Director
- 30%.**
- Take minutes during meetings, ensure accuracies, and disseminate accordingly.
- Prepare reports and power point presentations, where required.
- Assist in budget planning for Facilities and Customer Relations departments.
- Assist in ‘BMW Retail Standards Audit’ preparations with internal stakeholders, ie Sales, Aftersales, IT, Marketing, Training, etc and BMW Asia. Arrange with BMW auditor for appointments at each individual site.
- Liaise with internal stakeholders, business partners, BMW principal and external vendors, where required.
- Assist in all tender exercises, eg A&A works, redevelopment projects, cleaning services, security services, facility management services, electricity supply conducted, waste water treatment plants.
- Monitor beverage consumption and order supplies for L1 café area and L2 customer lounge.
- Assist in ad-hoc projects, such as Corporate Social Responsibility projects; or Recreation Club activities eg Family Day, Dinner and Dance, etc where required.
- Perform screening of inbound telephone calls and perform outbound calls, where necessary.
- Administrative duties, eg creation of purchase orders, photocopying, binding, scanning, faxing, filing, ordering of stationery etc, with a view to reduce printing unnecessarily.
- Assist in demo car and courtesy car arrangements, where required.
- Assist in courier services and mailing services.
- Any other assignments tasked by Director.

**Facilities Department - 50%**

Administrative:

- Receive and check quotations from vendors and business partners.
- Creation of purchase orders.
- Track and match said invoices with earlier quotations for accuracies and ensure respective department codes are indicated for internal cost allocations and submit for settlements.
- Filing of facilities documents from tenderers, vendors, etc (projects, tenders, utilities, maintenance, etc).
- Retrieving documents (eg: utility bills from landlords) from 303, 315, ECC, PDI for tracking, recording, filing and audit purposes. Preparation of necessary debit notes for PPSL, VAL, inter-company settlements, etc.
- Schedule meetings and perform calendar invites.

Operational:

- Assist in visual checks of all Motors Singapore sites, for defects and cleanliness issues.
- Participate in meetings with contractors/vendors (projects related) and take minutes.
- Weekly meetings with respective stakeholders, where required to take minutes.

Projects / Tender:

- Assist in tender exercises, ie, photocopy, printing, filing, preparation of detailed folders/arch files, scheduling meetings/calendar invites, contacting vendors, where necessary, RFI submissions, correspondences with vendors.
- Any other work-related matters assigned by Director and Executive.

**Customer Relations Department (CRD) - 20%**

(When CRD Executive is unavailable, eg on leave or reservist duties.)

Assist CRD Executive in his/her absence:

- Submit all PML New Car Sales and PML Service customers data to VOC and generate VOC Extract data for respective Teams (Twice Weekly)
- Churn Salesforce complaint summary (monthly) and prepare the data.
- Assist in preparing draft reply letters to customers for complaint/ compliment cases.
- Prepare acknowledgement letters to customers.
- Make arrangement for Sales and Aftersales to receive awards for compliments at Management Meeting, when required - track and record number of compliments and vouchers, prepare letters and cards, print receipt acknowledgement for recipients to sign, prepare compliment details for manager to read out, inform and remind recipients to attend the Management Meeting, take photos during the presentation of vouchers.
- Assist in Customer Centricity matters and Customer Board matters.
- Assist in Business Continuity Management (“BCM”) arrangements, meetings, submissions, call tree exercises
- Assist in Hazard Reporting (Monthly Basis)
- Assist Risk Assessment Officer for management of Risk Assessment (HR, CR/PR/Legal/Facilities/, Finance and MD Office)
- VOC Account and System Administration duties
- Other Administrative duties such as vouchers purchase, submission of official company related claims to Finance, etc
- Other duties assigned by Director.

**Requirements**:

- Diploma/Degree in administrative/business support functions.
- Proficiency in Facilities matters will be an added advantage
- Taking minutes
- Preparation of reports, filing, budgets, accounting.