Administration Officer

The Administration Officer’s key responsibility is to be the main point of contact for any travel related requirements, arrangement and execution within PMO department specifically Advisory Board, Firdaus Orchestra and Firdaus Studio which will involve VVIPs, Members, Guest Artists and external vendors to ensure seamless end-to-end experience

The main responsibilities for this role include:

Travel Management

• Liaise with Guest Artist Management team and/or any travel requestor to obtain travel requirements and perform initial budgetary costing for Line Manager approval
• Liaise with Executive Assistant to obtain travel requirements for Advisory Board Members and perform initial budgetary costing for Line Manager approval
• Liaise with Travel team to arrange any logistical and/or travel requirement from the department or any VIP
• Liaise with Hotel provider to ensure visitors/guests checks in and checks out as per requirement, any extension and update to the booking should be arranged and captured in the system.
• Raise Purchase Requisitions and ensure timely follow-up with approvers and address any clarifications where required to ensure timely release of Purchase Orders
• Provide Guest Artist Management team and/or any travel requestor with complete information and documentation well in advance of the travel date
• Liaise with the security department for external visitor, staff and vehicle passes
• Liaise with Fleet team for any external visitor logistical requirements
• Ensure all external visitors travel itinerary are arranged well in advance and are in order as per the requirements provided
• Perform initial review for itinerary change request from Guest Artist Management and/or any travel requestor and align requirements with budget costing and inform Line Manager for any approvals required for execution and action accordingly
• Any additional requests received directly from visitors/guests or from Guest Artist Management should be thoroughly reviewed and ensure approval from Line Manager is obtained prior to any Purchase Order update
• Act as the liaison between Travel team, Hotel Provider and Traveller/s and ensure immediate resolution to avoid escalation and relationship distress 

Budget Management

• Reconcile all invoices from travel and hotel provider to ensure it is aligned with the Purchase Order, any discrepancies should be reviewed and any Purchase Order update should be dealt with swiftly.
• Review and action all reimbursement claims from travelers and ensure information is reconciled in detail and accordingly submit for Purchase Requisition and Purchase Order creation
• Ensure service completion is tracked and payment is released on time in close coordination with Accounts Payable team and vendors for any clarification
• Liaise with Coordinator for usage of department’s petty cash and ensure record keeping of cash transactions; prepare expense reports and claims and request replenishment from Finance team as required
• Liaise with Coordinator to ensure up to date PMO payments in close coordination with the Finance Manager and Accounts Payable team
• Maintain a tracker for expenses and ensure alignment with budget in close coordination with Line Manager

 General Administration and Coordination

• Organize and maintain detailed archive of all relevant documentation ensuring supporting documentation is updated and distributed to required stakeholders
• Provide day to day paperwork requirement assistance to the team when required, coordinating with Business Support team to arrange the needful
• Draft letters, correspondence and other required documents as requested by Line Manager
• Establish effective and proactive relationships within the team and internal stakeholders
• In close coordination with the Coordinator, provide general support to new staff and consultants by introducing to company, system and directory processes
• Support maintenance and tracking of physical assets (if any) within PMO including required coordination with Firdaus Orchestra and Firdaus Studio. Acting as a central point of contact for any asset related queries for PMO

2-4 years’ experience in administration as well as:

• Bachelor’s degree holder
• Experience in working in Event and travel industry
• Transparency, integrity and honesty
• Flexible, resilient and positive through organizational growth and change
• Excellent and clear communications skills
• Must be able to work in a fast paced and pressurized environment