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Office Admin & Assistant to Market Director

Tiffany & Co.
Singapore, Singapore
Closing date
8 Aug 2023

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

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


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.

  • 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

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