Project & Training Coordinator (BCM APAC)

5 days ago


Singapur, Singapore DSV - Global Transport and Logistics Full time

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.
  • 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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