Administrator, Convention Services (Technical)

Marina Bay Sands Pte Ltd; Singapore; On-site; SGD 4,000 - 5,000; Full time

Job summary

Marina Bay Sands is seeking a professional administrative officer to provide comprehensive secretarial support, prepare correspondence, reports and presentations, and manage confidential documents in a fast-paced environment.

You will coordinate calendars, travel arrangements, vendor communications and budgeting support, ensuring timely completion of actions and accurate record keeping across departments in Singapore.

Qualifications

• Proven ability to communicate clearly and professionally.
• Strong organizational skills with attention to detail.
• Experience supporting procurement/finance or contracts is a plus.

Responsibilities

• Provide professional administrative and secretarial support, including preparing correspondence, reports, documents, presentations and other written materials as required.
• Manage incoming correspondence, emails, calls and visitor enquiries; route matters to the appropriate team members or departments and follow up to ensure timely completion of actions.
• Maintain schedules, appointments, meetings, conference calls, travel arrangements and related coordination for management or the department when required.
• Record and/or transcribe meeting minutes and prepare documents in draft or final format, ensuring accuracy, confidentiality and timely circulation.
• Maintain effective filing and record keeping systems, including sorting, labelling, filing, retrieving and archiving physical and electronic documents, case files, contracts, licenses and administrative records.
• Prepare, submit and follow up on purchase requests, purchase orders, lease documents and related administrative paperwork for equipment, supplies, services and office sundries.
• Coordinate with vendors, Procurement, Finance and internal departments on quotation requests, approvals, delivery schedules, invoices, supporting documentation and closure of purchase-related matters.
• Assist in expense tracking, budget monitoring, budget preparation and forecasting by compiling cost information, maintaining expenditure records and preparing supporting reports for management review.
• Monitor renewal timelines for contracts, licenses, service agreements and other recurring administrative obligations; coordinate renewal documentation, approvals and follow-up actions to ensure continuity and compliance.
• Maintain office supplies, equipment records and sundries by monitoring usage, coordinating replenishment and ensuring proper documentation of deliveries and inventory movement.
• Liaise with other departments to support smooth daily operations, promote efficiency and ensure proper communication of administrative requirements.
• Monitor, track and follow up on documentation, case files, assignments and action items to ensure required timelines are met and pending matters are closed.
• Maintain confidentiality of sensitive information, records and business materials while upholding the Company's professional reputation.
• Establish and maintain effective communication, coordination and rapport with Team Members, Management, vendors and other stakeholders.
• Perform any other duties, assignments and projects as directed by Management.

Skills

Communication

Organization

Professionalism

Calendar management

Report writing

Education

GCE 'O' Level

Diploma in Business Administration

Tools

Microsoft Office Suite

Job description

Job Responsibilities

• Provide professional administrative and secretarial support, including preparing correspondence, reports, documents, presentations and other written materials as required.
• Manage incoming correspondence, emails, calls and visitor enquiries; route matters to the appropriate team members or departments and follow up to ensure timely completion of actions.
• Maintain schedules, appointments, meetings, conference calls, travel arrangements and related coordination for management or the department when required.
• Record and/or transcribe meeting minutes and prepare documents in draft or final format, ensuring accuracy, confidentiality and timely circulation.
• Maintain effective filing and record keeping systems, including sorting, labelling, filing, retrieving and archiving physical and electronic documents, case files, contracts, licenses and administrative records.
• Prepare, submit and follow up on purchase requests, purchase orders, lease documents and related administrative paperwork for equipment, supplies, services and office sundries.
• Coordinate with vendors, Procurement, Finance and internal departments on quotation requests, approvals, delivery schedules, invoices, supporting documentation and closure of purchase-related matters.
• Assist in expense tracking, budget monitoring, budget preparation and forecasting by compiling cost information, maintaining expenditure records and preparing supporting reports for management review.
• Monitor renewal timelines for contracts, licenses, service agreements and other recurring administrative obligations; coordinate renewal documentation, approvals and follow-up actions to ensure continuity and compliance.
• Maintain office supplies, equipment records and sundries by monitoring usage, coordinating replenishment and ensuring proper documentation of deliveries and inventory movement.
• Liaise with other departments to support smooth daily operations, promote efficiency and ensure proper communication of administrative requirements.
• Monitor, track and follow up on documentation, case files, assignments and action items to ensure required timelines are met and pending matters are closed.
• Maintain confidentiality of sensitive information, records and business materials while upholding the Company's professional reputation.
• Establish and maintain effective communication, coordination and rapport with Team Members, Management, vendors and other stakeholders.
• Perform any other duties, assignments and projects as directed by Management.

Job Requirements

Education & Certification

• Minimum GCE 'O' Level, Diploma in Business Administration, Office Administration, Accounting, Economics or equivalent qualification is preferred.

Experience

• Minimum 2 years of relevant experience in office administration, clerical support, procurement administration, finance support, contract administration or similar capacity.

Competencies

• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook; able to prepare reports, trackers, records and presentation materials accurately.
• Good knowledge of filing systems, record keeping practices, document control and confidential information handling.
• Basic understanding of purchase request processes, vendor coordination, invoice support, contract renewal tracking and licensing administration.
• Able to assist with expense tracking, budget compilation, forecast preparation and variance follow-up with accuracy and attention to detail.
• Possess good interpersonal, written and verbal communication skills, with the ability to coordinate effectively with internal departments, vendors and management.
• Organized, meticulous, responsible and able to prioritize multiple tasks while meeting deadlines in a fast-paced environment.
• Able to work independently with minimal supervision while maintaining ac
• Professional appearance and conduct, with commitment to company policies, procedures, business ethics and confidentiality requirements.

Marina 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.