Designation : Department Coordinator I
Working Hours & Days : 8:30 am – 5:30 pm, Monday – Friday
Work Location : 65 Airport Blvd #01-13 Changi Airport T3 Singapore 819663
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Important Note: Please read the full Job Responsibilities & Requirements very carefully before deciding whether you have the skills, knowledge, and experience that we are looking for (as stated below).
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WHO WE ARE:
Ever wonder who brings the entertainment to your flights?
Panasonic Avionics Corporation is #1 in the industry for delivering inflight products such as movies, games, WiFi, and now Bluetooth headphone connectivity! Panasonic Avionics Services Singapore Pte Ltd (PACSS) is Panasonic Avionics Corporation’s Centre of Excellence in Asia-Pacific for the maintenance of in-flight entertainment and connectivity (IFEC) systems and repair of components produced by Panasonic Avionics.
How exciting would it be to be a part of the innovation that goes into creating technology that delights millions of people in an industry that’s here to stay! With our company’s history spanning over 40 years, you will have stability, career growth opportunities, and will work with the brightest minds in the industry.
We are committed to a diverse and inclusive culture that will help our organization thrive! We seek diversity in many areas, such as background, culture, gender, ways of thinking, skills, and more.
If you want to learn more about us, visit us at www.panasonic.aero
For a full listing of open job opportunities, go to www.panasonic.aero/join-us/
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JOB SUMMARY:
Provides administrative support to relieve department managers or staff of administrative details. May coordinate messages, appointments, travel arrangements, information to callers, file maintenance, department office supplies, and mail. Researches, compiles, and proofs documents which may be of a confidential nature. May support specific department-related projects. Operates automated office equipment. May be assigned to various functional areas of the company.
KEY RESPONSIBILITIES:
1. Performance of administrative tasks, operational facilitation, project support, research assistance, internal/external communication, and other duties to increase the operational efficiency of the department/team.
2. Perform administrative tasks such as purchase request creation, recordkeeping, photocopying, document distribution, and retrieval of packages or mail from delivery points. Occasionally deliver paperwork to the other Panasonic buildings and run local errands supporting the team.
3. Coordinate day-to-day activities and logistics for department initiatives. Such as Office Maintenance, by ensuring office maintenance and cleanliness, coordinating vendors, and Pantry Management by managing pantry facilities and equipment, including microwave ovens, fridges, water dispensers, tables, and chairs.
4. Coordinate and facilitate meetings by managing room setup, scheduling, and communicating with attendees to ensure participation. Record meeting minutes, document attendance, catalog action items, and distribute relevant information to key personnel. Handle arrangements for telephone and in-person meetings with third parties.
5. Receive visitors, supervise "check-in" with the building receptionist, and escort visitors to/from the meeting room per ISM policy.
6. Vehicle Fleet Management:
• Oversee the maintenance, repairs, and servicing of the company vehicles.
• Handle AVP renewals, including arranging for VICOM inspections and submissions.
• Coordinate the procurement of new vehicles.
• Serve as the main contact with CAG for all vehicle-related matters, including emergency incidents, speeding violations, ADP/AVP renewals.
• Manage the Traka Key management system.
7. Ramco Aviation Software (RAMCO) System Management:
• Perform daily checks on work package transactions.
• Manage errors and corrections for Line Ops Line Anywhere packages.
• Coordinate with the Terminal 2 (T2) store for component CR errors.
• Act as the main liaison with the RAMCO team.
8. IPAD Management: Serve as the focal point for IPAD operations, including training and activity management.
9. Tooling Management: Oversee both calibrated and non-calibrated tooling, coordinating with vendors.
10. IT Management: Responsible for managing IT equipment, including laptops and desktop computers.
11. Monthly Procurement and Services:
• Pantry and Office Supplies: Manage the procurement of pantry and office supplies from vendors.
• Maintenance Services: Coordinate monthly maintenance services for T2, including ad hoc repairs at T3 and T2 offices with vendor.
• Vehicle Maintenance and GPS Monitoring: Handle vehicle servicing and maintenance invoices and manage GPS monitoring with vendors.
• Pest Control: Oversee pantry pest control for T3 and T2, coordinating with vendor.
• Photocopy Machine Management: Manage photocopy machines at T3 and T2, coordinating with vendor.
• Time Sheet Management on HR Cloud system: Import monthly roster schedules, rectify ABS and missing clock-ins and clock-outs. Manage and input OT hours and submit timesheets to payroll.
• Lightning Warning System: Manage the Lightning Warning Machine with the vendor.
• Invoice Management: Handle invoices related to fuel charges and other expenses.
• Security System Maintenance: Coordinate SECOM monthly maintenance or ad hoc services for the T2 store.
12. Yearly Procurement and Services:
• Electrical Inspections and Agreements: Serve as the main contact with CAG for T3 and T2 offices for yearly electrical license inspections and submissions with vendors and manage CAG office's tenancy agreements.
• Fire Safety Equipment Management: Coordinate the renewal of fire extinguishers for vehicles and offices with vendor and Oversee fire hose inspections and renewals.
• Audiometric Testing and Towing Coordination: Organize compulsory audiometric testing with Singapore Occupational Health Services, and coordinate with vendors for mobile carriage arrangements.
• Pantry Equipment Maintenance: Manage water filter maintenance and annual filter changes.
• Staff Uniform and PPE Management: Handle the order and distribution of staff uniforms, and manage staff PPE, including safety vests, shoes, and masks from respective suppliers.
• Cockpit Cleaning and Safety Equipment: Oversee cockpit cleaning, and coordinate safety harness purchases and inspections with vendors.
13. Project-Related Activities: Perform non-technical research and other related tasks in support of the team and follow up on assigned action items to ensure completion.
14. Reporting / Documentation-related Activities: Prepare and update a variety of periodic and special documents and reports. Proofread documents for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.
KEY QUALIFICATION:
· Diploma
· 1- 2 years of related experience.
· Minimum of 6 months of experience in an administrative or coordination role with a strong desire to develop business skills further in a complex corporate environment.
KEY KNOWLEDGE & SKILL REQUIREMENTS:
1. Effective Communication and Collaboration : Strong ability to communicate clearly and professionally with internal and external stakeholders at all levels and from diverse backgrounds. Excellent interpersonal skills to work collaboratively within the team and with third parties.
2. Organizational and Multi-tasking Abilities: Highly organized with the ability to manage multiple tasks simultaneously, set priorities, and meet deadlines with minimal supervision. Demonstrated ability to coordinate projects, follow up on assignments, and ensure timely completion.
3. Problem-solving and Analytical Skills: Capable of analyzing issues, troubleshooting problems, and implementing effective solutions. Strong research skills with the ability to prepare clear reports and provide recommendations.
4. Professionalism and Confidentiality: High level of professionalism with the ability to maintain a professional appearance and demeanor. Proven ability to handle confidential information discreetly, adhering to company policies and maintaining compliance standards.
5. Customer Service Orientation: Ability to greet visitors and handle communications via phone and email in a friendly, professional manner. Strong customer service skills to effectively interact with and support clients and colleagues.
6. Technical and Administrative Skills: Proficiency in using office software, administrative tools, and IT equipment management. Familiarity with operational support tasks, such as managing schedules, meeting rooms, and procurement activities.
7. Attention to Detail and Documentation: Detail-oriented with the ability to accurately record meeting minutes, track attendance, and manage documentation and distribution of information.
8. Adaptability and Learning Agility: Quick learner with the ability to acquire job skills, understand company procedures, and apply them to routine tasks. Able to work on assignments independently with guidance and adapt to changing priorities.
KEY REQUIRE CHARACTERISTICS:
1. Strong Communication Skills: Ability to communicate effectively with diverse groups at all levels.
2. Organized and Detail-Oriented: Excellent organizational skills with attention to detail in managing multiple tasks and priorities.
3. Problem Solver: Ability to analyze issues, resolve problems, and make sound decisions.
4. Professionalism and Discretion: Maintains a high level of professionalism and protects confidential information.
5. Adaptable and Quick Learner: Ability to learn quickly, adapt to changes, and handle routine tasks with limited supervision.
6. Collaborative and Customer-Focused: Works well in a team, providing excellent service to internal and external customers.
7. Dependable and Proactive: Takes initiative, follows through on assignments, and meets deadlines efficiently.
OUR PRINCIPLES:
Contribution to Society | Fairness & Honesty | Cooperation & Team Spirit | Untiring Effort for Improvement | Courtesy & Humility | Adaptability | Gratitude
WHAT WE OFFER:
At Panasonic Avionics Services Singapore Pte Ltd, we realize the most important aspects of leading our industry are the bright minds behind everything we do. We are proud to offer our employees a highly competitive, comprehensive, and flexible benefits program.
- Employee reimbursement of Medical, Dental, Vision Care, and Health Screening.
- Insurance Coverage for employee + their spouse and children.
- 13-month Bonus and annual performance bonus.
- Training is provided internally and externally.
Panasonic is proud to be an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, and any other characteristic protected by law or company policy. All qualified individuals are required to perform the job’s essential functions with or without reasonable accommodation.
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Interested candidates, please send your latest updated resume by clicking "Apply Now".
Please include the following in your resume:
- Earliest availability
- Reason for leaving the last position (if applicable)
- Current/last drawn salary
- Let us know why you're a good fit for this role.
Our apologies: only shortlisted applicants will notified.
Thank You for Applying! Take Care and Stay Safe!
