Office Admin & Assistant to Market Director

Since 1837, Tiffany & Co. has always been a company of great innovators who are constantly pushing the boundaries of what's possible with design and influencing style. We're proud to be trailblazers in the luxury retail world.

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The Administration Officer is responsible for keeping our Regional & Singapore Office running smoothly, overseeing reception and providing administrative support to the Market Director, Singapore.

Responsibilities

Office Reception and Management

• Perform office reception duties including greeting and supporting office guests
• Distribute mail, coordinate packages and courier services
• Assist in the logistical preparation of onsite meetings that require coordinating of catering, AV and conference room set up
• Ensure professional appearance of office through organization, cleaning services and communication to employees as needed
• Champion ‘green' and sustainability initiatives within the office
• Source for high quality and cost-efficient vendors/suppliers for office requirements
• Manage ordering and inventory of office & pantry supplies, through Coupa and reconciliation against planned budget
• Ensure compliance with data privacy, record retention and financial record keeping
• Assist on office projects and regular office maintenance and upkeep
• Be a go to support / Super user of systems used by office team when onboarding and advising and troubleshoot:
  • Coupa: new vendor set up, invoice and payment approvals.
  • Concur: Travel & Entertainment
  • Zoom Account Setup
  • AudioVisual
  • Telephone system
  • Office Meeting Room Booking or recommending alternative venues

Management Support

• Support Market Director Singapore by coordinating appointments and meetings and managing calendar and schedule .
• Book and prepare travel arrangements within the approved T&E policy for Market Director
• Prepare Market Director T&E claim for submission, and check as 1 st reviewer T&E claims for approval by Market Director
• Support and arrange gifting, recognition for employees, landlords and partners
• Provide back up support for Ad ministration Assistant to President South Asia Pacific

Team Support

• Provide Visitor support onsite
• Be an ambassador of workplace health & safety, including being the first aider for the office and organising staff to be first aid certified
• Prepare for pre-boarding of new joiners: seating allocation, work-station set up, ordering of business cards, mobile phone, corporate card
• Support new joiner welcome briefing: Office Orientation, Office way of working, Professional Photo, issuance of phone handset, business card, corporate card
• Order company issued mobile phones and local telecommunication plan. Partner with IT to keep an asset register and ensure termination or reallocation of phones as necessary.
• Support on the execution of employee engagement and celebration events for the office.

Qualifications

• Diploma in business administration or related field
• 3+ years of administration support experience
• Strong written and verbal communication
• Strong interpersonal skills
• Must be able to multi-task in a fast-paced environment
• Extensive experience with Microsoft Office
• Solution orientated
• Strong team player
• Positive, ‘can do' attitude and able to work in ambiguous environment