Team Assistant, Store Planning & Construction

Tiffany & Co.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

Tiffany & Co. is seeking a Team Assistant who will support the Store Planning function through administrative coordination, project management, and budget oversight. The role involves collaboration across teams to ensure project success within the South Asia Pacific region, making a significant impact on retail initiatives.

Qualifications

• 2-3 years of relevant experience in administration and support.
• Exposure to global organizations is a plus.
• Proficiency in Adobe Photoshop/Illustrator preferred.

Responsibilities

• Prepare project submission packs and track internal approvals.
• Assist with project payments and finance coordination.
• Support travel arrangements and minor project management.

Skills

Budgeting

Business Reporting

Administrative Skills

Communication

Education

Architectural/Technical Certificate

Tools

MS Suite

Coupa

Job description

The name Tiffany & Co. instills images of Beauty, Romance and the iconic Blue Box. It is a Symbol of Excellence. Since 1837, the masterpieces of Tiffany & Co. have defined style and celebrated the world's great love stories.

• Join Tiffany & Co. and be part of the largest luxury group in the world - LVMH!
• Do you love making a difference?

The Team Assistant, is responsible for assisting and coordinating on behalf of the Store Planning function, supporting the overall project management for retail and trade projects within South Asia Pacific.

Responsibilities

Project Administrative

• Work closely with VP - Store Planning SAPAC & respective Store Planning Managers (SPMs) to prepare project submission packs and track & follow-up internal project approvals.
• Supporting VP - Store Planning to build presentation materials in the form of PowerPoint, spreadsheet, etc.
• Support SPMs on all internal & external project reports as required
• Maintenance and upkeep of regional drawings & samples library
• Weekly update & reporting of global project snapshot
• Monthly update of store network deck
• Take global & other recurring meeting minutes and timely issuance
• Maintain Store Planning archive including upkeeping shared folders, filing of documents and stores photos, etc.

Project Payment & Close-Outs Monitoring

• Assist Store Planning team to cross check purchase orders / invoices PO, POI, POA status in Unifier, and follow up with local Finance team on payment status, invoice and tax issues
• Assist Store Planning team on project close-outs and conduct audit on Project Close-Out Log to ensure all necessary documents are uploaded
• Communicate closely with internal and external counterparts, including Store Planning team, New York team, Local and Regional finance, contractors, quantity surveyors, and consultants to ensure smooth payment application process after thorough checking on each item for accuracy
• Tracking and driving all payments on COUPA/Unifier ensuring vendors timely payments
• New vendor set-up and training

Business Travel Support

• Support Store Planning team on building travel itinerary, liaising with appointed travel agency on lowest flights & hotels complying TCO travel guidelines, VISA applications, logistics arrangements and other travel related scope as required.
• Organize & align parties for meeting arrangements including Central visitors and 3rd parties.
• Monitor Store Planning team travel budget and review quarterly with VP - Store Planning.
• Direct contact point for any meeting/ business trip schedules.

Minor Works

• Support VP - Store Planning to manage minor projects such as cosmetic upgrades and other small works as assigned by Director - Store Planning.
• Assist & support VP - Store Planning to track contractors and vendors to ensure compliance with construction documents, design, schedule, budget, TCO standards, code of compliance and local/building/LL regulations.
• Follow up project close-out with internal & external parties, upload of documents.

Special Initiatives

• Support SPMs on driving special projects/initiatives requiring internal cross functional teams.

Qualifications

• 2-3y, Architectural/Technical Certificate
• Prior experience in administration
• Budgeting & business reporting necessary (Coupa)
• Comfortable with MS suite
• Had exposure to global organizations
• Plus: facilities, maintenance, store planning, architecture, engineering

Preferred

• Proficiency in Adobe Photoshop/Illustrator
• Background in accounting