Admin Assistant, Logistics Operations

**Job no**: 502827

**Work type**: Full Time

**Location**: Marina Bay Sands

**Categories**: Convention Services

**Responsibilities**:
Departmental Functions
- Track services levels and initiate process improvement.
- Monitor, review, and approve as necessary the work of heavy lift, transport and infrastructure contractors.
- Responsible for ensuring that all personnel in the group are aware of each project’s quality requirements.
- Maintain and monitor equipment records.
- Approve vehicle entry permit.
- Liaison with other stakeholders on equipment rental.
- To ensure all equipment maintenance schedule is diligently follow up.
- To ensure MOM recertification for equipment to be renew without any delay/issues.
- Ensure proper filing of all documents and their supporting documents.
- Verify and check invoices of services used.
- Liaising with Facilities team for removal/installation of lifts padding and switching on/off of hall lightings for events.

Reports Updating
- Assist with updating of expenses & revenue spreadsheet.
- Assist with the accuracy of event planning reports, monthly summary, check book and other relevant updates for the department.
- Updating of team member leave record, lateness record spreadsheet and team member report card. Maintain TMs attendance register. Manage leave planning to ensure smooth team member deployment throughout the year.
- Assist with assigning team members to participate in Corporate Social Responsibility (CSR) and Eco 360 events in the absence of immediate manager. Update participation for ISO Action Plan.
- Ensure team members clock their sustainability actions. Update participation for ISO Action Plan.
- Assist with updating of ISO folder and training calendar.
- Assist to organize team building events for the team.
- Ensure that TMs provide ideas and/or suggestion for improvement of the work area or process.
- Assisting with preparing of quarterly review slides and presentation.
- Updating of team members attendance.

Overtime Reporting
- Understand overtime policy.
- Raise overtime payout in the absence of immediate manager.
- Raise payroll correction request form when necessary in the absence of immediate manager.

Standard Operating Procedures & Training Manual
- Observe department’s standard operating procedures, evaluate current procedures, and assist to conduct yearly reviews.
- To review department’s Standard Operating Procedures and Training Manual on a yearly basis in the absence of immediate manager.
- Assist to create Standard Operating Procedures (SOP) and to update SOP and training manual when necessary.

Departmental Training
- Assign team members for relevant trainings to upgrade their skills whenever required.
- Ensure team members are equipped with the knowledge of equipment handling.

Monthly Rostering & Leave Request
- Ensure that TMs clock in and out on time and for the Time Manager to be approved every working day.
- Familiarize & understand with time manager procedures.
- Familiarize & understand with VR procedures.
- Publishing weekly and monthly roster (manual and virtual roster).

Others
- Maintain the highest standard of service to provide customer satisfaction and the best possible customer experience.
- Ensure that excellent service is provided to customers in a prompt, friendly and courteous manner.
- Able to handle customer requests tactfully, including offering alternative solutions to customers when services requested are not available.
- To work towards the company mission and vision, to meet customer satisfaction and exceed expectations each and every time for return patronage.
- Always strive to meet and exceed customers’ expectations and satisfaction with prompt and reliable services.
- Handle dissatisfied customers and rectify their complaints in order to satisfy their needs.
- To be receptive to customers’ feedback with due patience and diligence.
- Ensure the team members maintain an updated inventory of all items related to the centre / warehouse and requisition of materials in a timely manner in the absence of immediate manager.
- Ensure proper functioning of various communications with other Divisions and Departments.
- Ensure all purchases and requisitions are in order (via department administrator) in the absence of immediate manager.
- Auditing’s of team’s paperwork and submission.
- Perform any other duties as assigned by the head of department.

**Job Requirement**

Education & Certification
- Certificate in Logistics Operations

Experience
- At least 3 years of working experiences as Logistics Administrator in Conventions and Exhibitions industry.

Other Prerequisites
- Proficiency in MS Office Applications (Microsoft Excel, Words & PowerPoint)
- Able to work with minimum supervision.
- Able to multi-tasks and work under pressure.
- Get along with fellow team members/other departments and work as a team.
- Positive attitude, self-motivated with lots of initiative.
- Possess excellent interpersonal, cu