The Operations Support role provides operational and administrative support to primarily ensure efficient operations of a MNC Bank's Singapore Global Hospitality Services (GHS). This may also include some level of clusters GHS work scope to be determined by manager when required. Support managers and employees through a variety of tasks related to organization and communication. Responsible for collecting confidential and time sensitive material, analysing and presenting GHS product knowledge to leverage best support from suppliers and representatives. Familiar with a variety of the field's concepts, practices and procedures. Ability to communicate effectively to ensure all duties are completed accurately and delivered in high quality and in a timely manner.
Job Background:
Colleague and Client Services deliver a broad array of core products across all regions as well as a significant number of services tailored to local situations and supporting to all business lines.
The scope and scale of operations in the Asia Clusters have broadened substantially in recent years due to organic growth and complexity has been further increased by the recent integration of a number-of countries and services in Asia.
The role requires an experienced, clear thinking, innovative and self-motivated organized individual, who can deliver cost effective and high-quality solutions with accountability in a very demanding and constantly changing environment. The ability to multitask and support remote teams and or functions is crucial to the role’s success.
Singapore’s GHS products include Executive and Staff Dining, Conferencing, Reception, Vending, Wealth Hubs, Pantry services and operational support to cluster management.
Must have Skills:
- Ops experience from companies like Compass, Sodexo, ISS, JLL, etc.
- Hotel Operation
- Catering Operation
- Food and Beverage Operation
- Vendor Management
- Corporate backend experience
- Travel Management
- Meeting Arrangements
Key Responsibilities:
- Operational, administrative, and analytical support to the Singapore & Asia Clusters GHS Team
- Support daily operational requirements when designated on the listed scope above
- Clusters management & statistical reporting support, including data management, governance controls and metrics reporting ensuring integrity of systems and managing any subsequent administration and minimizing risk
- Consolidate and update ad hoc / scheduled reports, metric, organization chart and system / intranet update etc.
- Produce and distribute correspondence memos, letters, and forms etc. to enhance & streamline productivity & communication within the group
- Gather and prepare required information for PO creation, including tracking and follow up on invoices submission to CRU team
- Research and creates presentations
- Organize and schedule meetings and appointments, provide real-time scheduling support by booking appointments and preventing conflicts
- Carry out administrative duties such as filing (both computer and manual), typing, copying, binding, scanning etc.
- Handle sensitive information in a confidential manner
- Book travel arrangements, submit and reconcile expense reports
- Track, review and process periodic e-mailers for wider colleagues communications
- Execute monthly KPI inspection with detailed reporting and its necessary performance updating and archiving
- Support non-employees onboarding including collating necessary documents for background checks and adhering to staffing office guidelines
Knowledge/Experience:
- Operations, administration or assistant experience in related or similar areas (i.e. executive, hospitality and food & beverage services)
- Experience in third party vendor management is ideal, but are not a pre-requisite
- Experience of client liaison or relationship management or teamwork
- Fundamental understanding of controls and associate processes
Essential
- Good interpersonal skills, confidence and judgement
- Good verbal and written communication abilities
- Flexible and responsive manner and ability to prioritize
- Structured and organized approach
Desirable
- Operations literacy
- Administrative literacy
- Project literacy
Qualifications:
- University degree graduate with hospitality or related major
- 4 years of related working experience
- On the job knowledge is more important than qualifications.
- Candidates would require having a higher education background; however exceptional candidates who do not meet the educational criteria may be considered provided they have the necessary skills and operational experience
- Additional vocational qualifications, Diplomas or industry equivalent or awards are welcomed, but are not a pre-requisite
- Proficient in MS Office
Competencies
- Resilience, adaptability and the ability to remain focused in a highly demanding and fast-moving environment
- Ability to analyze complex, ill-defined problems and to escalate the issues to the managers
- Ability to achieve results through good time management and teamwork
- Comfortable operating in ambiguous and complex circumstances
- Good written and verbal communication skills
- Attention to detail and problem-solving skills
- Strong organizational and planning skills
The work location will be in the Downtown.
