Coordinator, Exhibitions and Museum Services

Marina Bay Sands; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading tourism and entertainment destination in Singapore seeks an Administrative Assistant to support various teams in financial and operational tasks. The ideal candidate will have at least 1 year of art management experience and a diploma in finance. The role includes assisting with budgeting, organizing meetings, and maintaining administrative processes. A proactive attitude and good communication skills are essential, alongside proficiency in Microsoft Office.

Qualifications

• Diploma in Finance or related field preferred.
• Minimum 1 year of art management working experience.
• Proactive and able to adapt to new developments.

Responsibilities

• Assist with administrative functions and budgeting tasks.
• Support in organizing team bonding and All-Hands meetings.
• Handle invoice submissions and financial closing processes.
• Assist with the month-end closing process.

Skills

Proficient in English

Computer literate

Attention to detail

Good conversation manners

Team player

Education

Diploma in Finance or related field

Tools

Microsoft Office (Word, Excel, PowerPoint)

Outlook

Job description

Job Responsibilities

General Office and Participation in the Admin Group

• Be an active member of the museum’s Admin Group, which includes representatives from each department who perform administrative duties
• Attend regular bi-weekly meetings of the Admin Group
• Assist with the administrative functions of the museum, including covering for the Officer when required
• Assist with monthly expense forecasting and annual budget reports
• Assist in organising team bonding sessions for the museum
• Assist in organising quarterly All-Hands meetings for the museum
• Maintain a filing system on all administrative matters
• Attend and schedule departmental and museum-wide meetings when required and ensure that action points are documented and distributed to attendees.

Exhibitions and Museum Services

• Supporting both teams in administrative matters such as arranging meetings, arranging team member trainings, booking of conference room, preparing, and collating documents and exhibitions materials
• Provide guidance for the team in relation to travel bookings and expense claims
• Making travel and hotel arrangements for exhibition installers and vendors
• Organising and documenting Exhibitions Quarterly Review Meeting
• Supporting both teams before and after exhibition installation such as security pass application etc.
• Tracking and receiving of shipment and deliveries

Procurement and Legal Administration

• Assist with the administrative processing of legal agreements, including inputting contracts and agreements into Ariba system, and follow-up on all paperwork
• Assist with raising Purchase Requisitions for the Museum via the Ariba system
• Assist with the department’s procurement requests and follow-up on all orders and deliveries.
• Ensure procurement procedures and authorisation procedures are followed

Finance

• Assist with the submission of invoices to Finance on a timely basis
• Forecasting exhibitions, operating, and office expenditures, and ensuring these expenses are within the set budget
• Assist with the month-end closing process, such as compilation of accrual entries and follow-up on post-accrual entries
• Resolving errors in P&L general ledger posting at the beginning of each month, if any
• Assist the Director of Programmes, Exhibitions and Museum Services with the annual budget process

Job Requirements

Education & Certification

• Diploma in Finance or related field preferred

Experience

• Minimum 1 year of art management working experience

Other Prerequisites

• Computer literate and competent in Outlook and Microsoft Office (Word, Excel, PowerPoint)
• Good conversation manners in person, online and on the telephone
• Proficient in English
• Meticulous and attention to detail
• Open-minded, willing to learn and a ‘can-do’ attitude
• Proactive in being continually aware and updated about developments and SOPs within ArtScience Museum and Marina Bay Sands
• A good team player who is willing to support the department, and all its team members
• Experience of minute-taking
• Flexible working hours including some late nights during Exhibition Previews and All-Hands Meeting and team bonding

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.