Project & Training Coordinator (BCM APAC)

About the position

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.

Supplier & Finance Admin

• 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.