Coordinator, Exhibitions and Museum Services
4 months ago
Job Responsibilities
General Office and Participation in the Admin Group
Be an active member of the museum’s Admin Group, which includes representatives from each department who perform administrative duties Attend regular bi-weekly meetings of the Admin Group Assist with the administrative functions of the museum, including covering for the Officer when required Assist with monthly expense forecasting and annual budget reports Assist in organising team bonding sessions for the museum Assist in organising quarterly All-Hands meetings for the museum Maintain a filing system on all administrative matters Attend and schedule departmental and museum-wide meetings when required and ensure that action points are documented and distributed to attendees.Exhibitions and Museum Services
Supporting both teams in administrative matters such as arranging meetings, arranging team member trainings, booking of conference room, preparing, and collating documents and exhibitions materials Provide guidance for the team in relation to travel bookings and expense claims Making travel and hotel arrangements for exhibition installers and vendors Organising and documenting Exhibitions Quarterly Review Meeting Supporting both teams before and after exhibition installation such as security pass application etc. Tracking and receiving of shipment and deliveriesProcurement and Legal Administration
Assist with the administrative processing of legal agreements, including inputting contracts and agreements into Ariba system, and follow-up on all paperwork Assist with raising Purchase Requisitions for the Museum via the Ariba system Assist with the department’s procurement requests and follow-up on all orders and deliveries. Ensure procurement procedures and authorisation procedures are followedFinance
Assist with the submission of invoices to Finance on a timely basis Forecasting exhibitions, operating, and office expenditures, and ensuring these expenses are within the set budget Assist with the month-end closing process, such as compilation of accrual entries and follow-up on post-accrual entries Resolving errors in P&L general ledger posting at the beginning of each month, if any Assist the Director of Programmes, Exhibitions and Museum Services with the annual budget processJob Requirements
Education & Certification
Diploma in Finance or related field preferredExperience
Minimum 1 year of art management working experienceOther Prerequisites
Computer literate and competent in Outlook and Microsoft Office (Word, Excel, PowerPoint) Good conversation manners in person, online and on the telephone Proficient in English Meticulous and attention to detail Open-minded, willing to learn and a ‘can-do’ attitude Proactive in being continually aware and updated about developments and SOPs within ArtScience Museum and Marina Bay Sands A good team player who is willing to support the department, and all its team members Experience of minute-taking Flexible working hours including some late nights during Exhibition Previews and All-Hands Meeting and team bondingMarina Bay Sands is committed to building a diverse, equitable and inclusive workforce, providing equal opportunities as we grow our talent base to match our growth ambitions in Singapore. Our employees are committed to adhere to and abide by all rules, regulations, policies and procedures, including the rules of conduct and business ethics of the Company.
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