Technical Services Coordinator (Design & Engineering Function)

Role Purpose

Perform a variety of administrative duties for managers and/or staff of an assigned business unit or department. Coordinate special projects for the assigned manager(s) to support departmental/division business operations. Serve as a resource for the assigned department or unit, answering questions and providing general program information or follow up as needed. Maintain departmental paperwork, files, logs and reports, and assist in creating or researching pertinent information for the manager.

Key Accountabilities

• TS monthly reports: Maintain Smartsheet or other platform, consolidate & disseminate TS monthly reports for internal communication.
• Libraries: Maintain and update vendor and consultant libraries. Interfacing with new vendors & consultants , organize meetings with APAC TS team, gather data and keep libraries updated.
• Templates: Create & maintain templates (excel, word, PPT) for forms; vendor list, consultant recommendation, request forms, approval forms as needed.
• Travel support: Organize and co-ordinate travel bookings (BCD arranger), accommodation, transportation and visas if needed.
• Concur support: Prepare reimbursable budgets, Consultant/vendor invoices if applicable. Coordinate with TS team, relevant department and project developer/owner for any inquiry regarding concur reimbursement recharge. 
• Chart/Directories: Maintain organizational chart and help update project directories.
• Share file support: Maintain ShareFile's system, filing project references and reports.
• Prepare comp set, collect & arrange imagery for “Pitch decks” and “Design briefs”.
• Pitch deck : Support pitch deck assembly for APAC
• Organize APAC regional call and produce meeting minutes/update project tracker.

Key Skills & Experiences

Education

• Bachelor’s degree in Business, preferably in Administrative or Hospitality Management.

Experience 

• Qualified candidates will have a minimum of 3-5 years’ experience (With a track record of success in the following):
  • Former secretarial qualification, excellent command of English, typing, correspondence drafting and writing.
  • Office/ facility manager or similar experience preferred.
  • Strong PC skills including software packages (i.e., Microsoft Word, Excel, PowerPoint etc.)
  • Excellent interpersonal and communication skills, comfortable interacting with people at all levels of the organization Good problem-solving skills. Detail oriented.
  • Highly organized individual; able to show initiative and excellent time management skills
  • Able to exercise complete discretion & confidentially regarding employees, company information, HR issues. 
  • Able to work unsupervised, be self-motivated, confident and professional
  • Ability to cope and maintain calm under pressure
  • Good communication with stakeholders, leaders and associates.

Technical Skills and Knowledge

• Excel, Word, PowerPoint, Smartsheet and other similar tools.
• Fluency in English.