Administrator, Convention Services (Technical)

605 Marina Bay Sands Pte Ltd; Singapore; On-site; SGD 54,000 - 69,000; Full time

Job summary

Marina Bay Sands in Singapore is seeking an experienced administrative professional to provide comprehensive support to management and departments. The role involves preparing documents, coordinating schedules, and maintaining confidential records to ensure smooth daily operations.

You will manage communications, assist with travel arrangements and prepare meeting minutes, while contributing to procurement processes and budget tracking.

Qualifications

• Minimum 2 years of relevant experience in office administration or similar role.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational, communication and confidentiality skills.

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

MS Office

Attention to detail

Communication skills

Organizational skills

Independent working

Education

GCE O-Level

Diploma in Business Administration

Tools

MS Office Suite

Job description

WE TAKE YOU ABOVE BEYOND Take your passion to the next level and work alongside other masters of their craft to build a fulfilling and rewarding career at Marina Bay Sands.

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 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.

Marina Bay Sands is the leading business, leisure and entertainment destination in Asia. The vision was to build an integrated development that is timeless, and a landmark that possesses a distinct identity which distinguishes Singapore from other cities. Located along the Marina Bay waterfront, the integrated resort features more than 2,200 hotel rooms and suites across its three cascading hotel towers, and an extraordinary rooftop Sands SkyPark with an Infinity Pool. It also boasts the best shopping mall in Asia, the largest nightclub in Singapore, world‑class celebrity chef restaurants, a theatre and a Las Vegas‑style casino. Business visitors will also enjoy the extensive Meetings, Incentives, Conventions and Exhibitions (MICE) facilities featuring state‑of‑the‑art technology, highly flexible exhibition halls, and a convention centre that can host over 45,000 delegates. Completing the line‑up of attractions is ArtScience Museum at Marina Bay Sands, which plays host to permanent and marquee exhibitions.