Administrative Assistant

JLL; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading real estate services firm in Singapore seeks a candidate to manage relationships with outsourced service providers for Mail Management Services. The role involves ensuring compliance with contractual obligations, conducting performance monitoring, and acting as the primary contact for related inquiries. Candidates should have at least 3 years of experience in managing outsourced services, preferably in mail management, along with data analytics skills. This position focuses on optimizing operations and ensuring regulatory adherence.

Qualifications

• Minimum 3 years of relevant experience managing outsourced services, preferably in mail management.
• Knowledge of mail management principles, best practices, and regulatory requirements.
• Data analytics skill sets.

Responsibilities

• Manage the relationship with 3rd party vendors and ensure adherence to contractual obligations.
• Conduct regular service level meetings and performance monitoring.
• Act as the primary point of contact for inquiries and issues regarding Mail Management Services.
• Maintain accurate records of outsourcing arrangements and manage service level reports.

Skills

Data analytics skill sets

Knowledge of mail management principles

Managing outsourced services

Job description

Job Purpose

The position ensures managing relationship with appointed partners to provide solutions and to manage the fulfillment of Mail Management Services as an assistant to the SDM for Material Outsourcing. This involves managing key link and end-to-end relationship between the Outsourced service providers (OSPs) and the Bank. Ensure full adherence of governance and controls to avoid any regulatory breach or financial/reputation loss to the bank.

Key Accountability

• Manage mailroom and local courier services. Ensure services performance are met as documented in the contracts.
• Responsible to adherence of DBS process and policies related to SDM and ensure timely completeness of the same.
• Manage OSPs and ensure that the services performance align with DBS business goals.
• Identify operational risks and recommend/implement effective control measures to enable daily smooth operations and minimize Bank’s exposure to supplier risks.
• Identify changes or new trends and recommend/implement process improvements.

Job Responsibilities

• Manage the relationship with the 3rd party vendors, ensuring adherence to contractual obligations and service level agreement (SLA).
• Conduct regular service level meetings, performance monitoring, and issue resolution.
• Conduct monthly audit and site visit to access the vendors’ performance, security measures and compliance with regulatory requirements.
• Act as the primary point of contact for DBS business units regarding Mail Management Services & Local Courier Services, addressing inquiries, resolving issues and escalating concerns as needed.
• Manage the lifecycle of outsourced Mail Management services, local courier services from initial due diligence and vendor selection to ongoing performance management and contract renewal.
• Collaborate with internal stakeholders, including business units, legal, compliance and risk management to ensure alignment with DBS policies and regulatory requirements.
• Maintain accurate records of outsourcing arrangements in the Outsourcing Register (OR), ensuring timely updates and compliance with reporting requirements.
• Manage service level reports and scorecards, providing regular updates to management and stakeholders.
• Plan and conduct Business Continuity Plan (BCP) exercises as required.
• Manage all complaints regarding OSPs and ensure reduction of the same by identifying root cause.

Requirements

• Minimum 3 years of relevant experience managing outsourced services, preferably in mail management.
• Knowledge of mail management principles, best practices and regulatory requirements.
• Data analytics skill sets.