Operations Coordinator

Job Requirement for Coordinator - International Operations

About the Role

Responsibilities

Reporting, Tracking, and Administrative Duties:

• Preparing all relevant documentation for execution and ensuring processes are followed end-to-end for the delivery of all projects (including by not limited to: One-Pagers, Direct Agreements, Jira, iProcs, RFPs, Claims, Payments, etc.
• Supporting rep agencies and monitoring timely update of all activities are recorded on CRM Management tool (SimpleView)
• Ensuring monthly reports are submitted by Overseas Offices and agencies in a timely manner
• Ensuring all documentation is submitted in time for agencies to be paid in a timely manner in conjunction with the Finance department upon review and approval of Monthly Reports by HOR
• Assisting in the continuous monitoring and evaluating performance of Overseas Offices and/or agencies, and reporting on performance evaluation/recommendations to HOR
• Assisting in smooth operations of Overseas Offices and/or agencies by supporting the contractual relationships (e.g. developing new contracts, amending contracts, renewing contracts, canceling contracts, etc.)
• Providing all necessary reporting on all activities at the conclusion of each activity (KPIs, outcomes, learnings, etc.), and ensuring findings are factored into future work
• Updating budget tracker for every market while monitoring target vs. actual spend; reporting to HOR
• Assisting in preparing and reporting on Region's performance to Senior Management, in addition to providing all necessary documentation on all activities (Monthly and on a need-by-need basis as per management meetings and reviews)
• Following and ensuring full compliance with all internal processes across all the support functions (Legal, Procurement, Finance, HR, etc.)
• Compose, prepare all related correspondence using a range of office software, including email, spreadsheets and databases
• Proofread and disseminate correspondences to the related internal and external parties
• Maintain and dispatch collateral stock, and liaise with rep offices in source markets regarding deliveries of additional stock
• Greeting visitors to the office and ensuring meeting rooms are booked and set up for meetings
• Liaise with Admin team and courier companies for timely dispatch of collateral
• Prioritize appointments, ensuring that meetings, deadlines and other duties of the office are carried out seamlessly
• File and retrieve corporate documents, records, and reports
• Ensure the highest standards of corporate governance in all areas of the business, and that all financial procedures are followed thorough.

Marketing Coordination:

• Ensure 360 meetings are coordinated in timely manner and all the meeting points are shared with the meeting attendees and 360 leads post to the meeting
• Ensure that Quarterly review slides are submitted by the relevant department; consolidated and presented to HOR for final submission
• Operational Excellence, including Efficient Execution and Stakeholder Management pertaining to all Market Activities
• Assisting in effective Account Management of all Overseas Office agencies, with clear communication plan and weekly updates (at least once a week
• Maintaining OO tracker which includes execution of all activities within the OO Yearly Plan and the Market Plans (where relevant), from planning stage all the way through to post-activity reporting and learnings. Includes but not limited to: road shows, Mega Fams, trade coops, etc
• Coordinating with all the relevant internal and external stakeholders to ensure alignment and smooth execution of all deliverable

Knowledge & Skills:

• Basic financial management and awareness of corporate governance requirements
• Experience of working across different culture.
• Fluent in English, additional language is an advantage.
• Proficiency with MS office, especially Outlook, Excel and Power Point.
• Excellent communications skills with an ability to communicate effectively with a wide variety of stakeholders - locally and internationally, internally and externally.
• Strong problem-solving and good analytical skill
• Strong organization skills
• Excellent attention to details

Qualifications:

• Bachelor's degree in marketing, tourism, Business Administration or any other related field.

Experience:

• Minimum 5 years of experience in Office Management ideally in travel and tour
• Hospitality background is preferred, but not a must