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Team Assistant, Store Planning & Construction

Tiffany & Co.Singapore, Singapore

18 days ago

Job description

Job Details

The name Tiffany & Co. instills images of Beauty, Romance and the iconic Blue Box. It is a Symbol of Excellence. Since 1837, the masterpieces of Tiffany & Co. have defined style and celebrated the world's great love stories.

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

The Team Assistant, is responsible for assisting and coordinating on behalf of the Store Planning function, supporting the overall project management for retail and trade projects within South Asia Pacific.

Responsibilities

Project Administrative

Work closely with VP - Store Planning SAPAC & respective Store Planning Managers (SPMs) to prepare project submission packs and track & follow-up internal project approvals.

Supporting VP - Store Planning to build presentation materials in the form of PowerPoint, spreadsheet, etc.

Support SPMs on all internal & external project reports as required

Maintenance and upkeep of regional drawings & samples library

Weekly update & reporting of global project snapshot

Monthly update of store network deck

Take global & other recurring meeting minutes and timely issuance

Maintain Store Planning archive including upkeeping shared folders, filing of documents and stores photos, etc.

Project Payment & Close-Outs Monitoring

Assist Store Planning team to cross check purchase orders / invoices PO, POI, POA status in Unifier, and follow up with local Finance team on payment status, invoice and tax issues

Assist Store Planning team on project close-outs and conduct audit on Project Close-Out Log to ensure all necessary documents are uploaded

Communicate closely with internal and external counterparts, including Store Planning team, New York team, Local and Regional finance, contractors, quantity surveyors, and consultants to ensure smooth payment application process after thorough checking on each item for accuracy

Tracking and driving all payments on COUPA / Unifier ensuring vendors timely payments

New vendor set-up and training

Business Travel Support

Support Store Planning team on building travel itinerary, liaising with appointed travel agency on lowest flights & hotels complying TCO travel guidelines, VISA applications, logistics arrangements and other travel related scope as required.

Organize & align parties for meeting arrangements including Central visitors and 3rd parties.

Monitor Store Planning team travel budget and review quarterly with VP - Store Planning.

Direct contact point for any meeting / business trip schedules.

Minor Works

Support VP - Store Planning to manage minor projects such as cosmetic upgrades and other small works as assigned by Director - Store Planning.

Assist & support VP - Store Planning to track contractors and vendors to ensure compliance with construction documents, design, schedule, budget, TCO standards, code of compliance and local / building / LL regulations.

Follow up project close-out with internal & external parties, upload of documents.

Special Initiatives

Support SPMs on driving special projects / initiatives requiring internal cross functional teams.

Qualifications

2-3y, Architectural / Technical Certificate

Prior experience in administration

Budgeting & business reporting necessary (Coupa)

Comfortable with MS suite

Had exposure to global organizations

Plus : facilities, maintenance, store planning, architecture, engineering

Preferred

Proficiency in Adobe Photoshop / Illustrator

Background in accounting

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Assistant Store • Singapore, Singapore

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