Project & Training Coordinator - BCM (Contract Logistics), APAC

2 weeks ago

East Region, Singapore DSV Solutions Pte. Ltd. Full time $50,000 - $80,000 per year

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.

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