AEDAS is a leading global design practice dedicated to creative excellence and diversity in the built environment. We are a global platform for the most talented architects and designers, focused upon delivering locally-celebrated solutions for cities, communities and clients. Our global network of 11 offices forms a diverse staff base with skills across all sectors in architecture, interior design, building consultancy, master planning, landscape and urban design.
To support our continuous growth and expansion in Asia, AEDAS Singapore is seeking a committed candidate for the following position:
STUDIO ASSISTANT
Responsibilities:
BUSINESS SUPPORT:
· Creating and managing AEDAS marketing collaterals including but not limited to cut-sheets, websites and publications, staff connect
· Preparation of proposals using Indesign/ppt, including coordination of other specialized services to support requirements of RFPS
· Coordinate the finance administration on projects (Approvals & Invoicing)
· Update forecast on invoicing, collections for management reporting
· Bid Data Management in CRM/Salesforce
· Processing of sub-con invoices, all liaisons with Finance on all required info on payments, billings with client/sub-cons, payment certs., etc.
· Review of contracts, preparation of interco, sub-con contracts through to execution.
· Preparation of billing memos, following up on payments
· Preparation of VOs, tracking of VOs, paperwork for VOs
SECRETARIAL SUPPORT:
· To provide full spectrum of secretarial support to Director and Senior team members including:
- To co-ordinate and maintain director’s appointments.
- Set up conference facilities & organise meeting workshops and catering
- Updating Directors & Workgroups contact list (in excel and salesforce)
· To co-ordinate travel arrangement logistics, flight, accommodation, visa application and transportation
· Prepare Expense Claims
· Maintain schedule of team movement/leave, business trip, MC etc
· Support Employee Engagement initiatives for the team
· Printing, Copying, Typing, Scanning, Binding, Filing, Dispatch/courier arrangement
· Support Team training registration, attendance, tracking
Requirements & Attributes:
· Diploma/Degree in Business/Business administration, formal secretarial training is preferred;
· Minimum 5 years’ administration/secretarial experience preferably in MNC;
· Good communication and interpersonal skills with the ability to manage stake holders confidently.
· A team player and highly motivated, resourceful and innovative individual possessing the ability to work under pressure and meet tight deadlines.
· Exposure in architect and construction firm is advantageous;
· Excellent command of both written and spoken English and Chinese;
· Computer literate with good PC skills in using MS Office applications
