Assistant Manager, AV Technical Services

605 Marina Bay Sands Pte Ltd; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

Marina Bay Sands is seeking an experienced Office Administrator to join our Technical Services team. You will provide administrative support, coordinate travel, prepare reports, manage office supplies, and liaise with procurement and other departments to ensure smooth operations.

The role requires strong MS Office skills, excellent written and verbal communication, meticulous data management, and the ability to work independently in a fast-paced environment.

Qualifications

• Diploma or degree in business administration or related field preferred.
• Proven experience as an office administrator or similar role.
• Familiarity with Audio Visual / Event Technical Operations is advantageous.
• Proficient in MS Office and related software.

Responsibilities

• Provide administrative support to the Technical Service Team by managing HR records, security and access rights, and correspondence.
• Schedule meetings, maintain calendars, and coordinate travel arrangements for staff members as required.
• Prepare and distribute documents, reports, and presentations.
• Oversee the general functioning of the office by maintaining office supplies, equipment, and facilities.
• Coordinate with Procurement department, vendors and service providers for procurement and delivery.
• Maintaining and filing of certificates and license required for operation of the department.
• Ensure department operations are in compliance with licensing conditions and health and safety regulations.
• Act as the main point of contact for other departments / operations within the Company.
• Assist the Director of Technical Services to coordinate meeting schedules and response to enquiries promptly and professionally of both internal and external stakeholders.
• Maintain accurate and organized records of contracts, work orders, and invoices.
• Manage and update the department's electronic databases and filing systems and ensure data integrity in compliance to company's data security policies.
• Generate various reports and analyze data as required.
• Support the department's financial activities by assisting with budget preparation, expense tracking, expense accrual and invoicing processes.
• Collaborate with the accounting team to ensure timely and accurate processing of invoices, payments, and financial reports.
• Assist in the recruitment and onboarding process by coordinating with HR department on posting job openings, screening resumes, and scheduling interviews.
• Coordinate team member training, maintain personnel files, and oversee leave submissions and payroll corrections.

Skills

MS Office

Communication

Time management

Attention to detail

Organizational skills

Prioritization

Education

Diploma/Degree in business administration or related field

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.

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 has stood as an architectural marvel and the crown jewel in Singapore's skyline.

Home to the world's most spectacular rooftop infinity pool and approximately 1,850 rooms and suites, the integrated resort offers exceptional dining, retail, and entertainment choices, complete with a year-round calendar of signature events and festivals.

As one of the largest players in hospitality, Marina Bay Sands is dedicated to being a good corporate citizen to serve its people, communities and environment.

It drives social impact through its community engagement programme, Sands Cares, and leads environmental stewardship through its global sustainability programme, Sands ECO360.

The integrated resort has been recognised locally and internationally, receiving over 1,000 awards and accolades to date.

Marina Bay Sands is the largest hotel in Singapore to be certified to the Global Sustainable Tourism Council Industry Criteria for Hotels and Accommodations, while Expo & Convention has been named Venue of the Year at the Singapore MICE Awards for two consecutive years.

Job Responsibilities

• Provide administrative support to the Technical Service Team(s) by managing HR records, security and access rights, and correspondence.
• Schedule meetings, maintain calendars, and coordinate travel arrangements for staff members as required.
• Prepare and distribute documents, reports, and presentations.

Office Management

• Oversee the general functioning of the office by maintaining office supplies, equipment, and facilities.
• Coordinate with Procurement department, vendors and service providers for procurement and delivery.
• Maintaining and filing of certificates and license required for operation of the department.
• Ensure department operations are in compliance with licensing conditions and health and safety regulations.

Inter-department Interaction

• Act as the main point of contact for other departments / operations within the Company.
• Assist the Director of Technical Services to coordinate meeting schedules and response to enquiries promptly and professionally of both internal and external stakeholders.

Data Management

• Maintain accurate and organized records of contracts, work orders, and invoices.
• Manage and update the department's electronic databases and filing systems and ensure data integrity in compliance to company's data security policies.
• Generate various reports and analyze data as required.

Financial Reporting and Support

• Support the department's financial activities by assisting with budget preparation, expense tracking, expense accrual and invoicing processes.
• Collaborate with the accounting team to ensure timely and accurate processing of invoices, payments, and financial reports.

Human Resources Coordination

• Assist in the recruitment and onboarding process by coordinating with HR department on posting job openings, screening resumes, and scheduling interviews.
• Coordinate team member training, maintain personnel files, and oversee leave submissions and payroll corrections.

Job Requirements

Education & Certification

• Diploma/Degree in business administration or related field preferred.

Experience

• Proven experience as an office administrator or in a similar administrative role.
• Proficient in MS Office suite and other relevant software applications.
• Familiarity with the Audio Visual / Event Technical Operations or related field is advantageous.

Other Prerequisites

• Self-motivated, work independently with competent organizational and time management skill.
• Strong verbal and written communication abilities.
• Ability to prioritize tasks and work under pressure in a fast-paced environment.
• Attention to detail and accuracy.
• Knowledge of basic accounting principles.