Coordinator, Exhibitions and Museum Services
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Job no: 502929
Work type: Full Time
Location: Marina Bay Sands
Categories: Museum
Job Responsibilities
General Office and Participation in the Admin Group
- Be an active member of the museum’s Admin Group, which includes representatives from each department who perform administrative duties
- Attend regular bi-weekly meetings of the Admin Group
- Assist with the administrative functions of the museum, including covering for the Officer when required
- Assist with monthly expense forecasting and annual budget reports
- Assist in organising team bonding sessions for the museum
- Assist in organising quarterly All-Hands meetings for the museum
- Maintain a filing system on all administrative matters
- Attend and schedule departmental and museum-wide meetings when required and ensure that action points are documented and distributed to attendees.
Exhibitions and Museum Services
- Supporting both teams in administrative matters such as arranging meetings, arranging team member trainings, booking of conference room, preparing, and collating documents and exhibitions materials
- Provide guidance for the team in relation to travel bookings and expense claims
- Making travel and hotel arrangements for exhibition installers and vendors
- Organising and documenting Exhibitions Quarterly Review Meeting
- Supporting both teams before and after exhibition installation such as security pass application etc.
- Tracking and receiving of shipment and deliveries
Procurement and Legal Administration
- Assist with the administrative processing of legal agreements, including inputting contracts and agreements into Ariba system, and follow-up on all paperwork
- Assist with raising Purchase Requisitions for the Museum via the Ariba system
- Assist with the department’s procurement requests and follow-up on all orders and deliveries.
- Ensure procurement procedures and authorisation procedures are followed
Finance
- Assist with the submission of invoices to Finance on a timely basis
- Forecasting exhibitions, operating, and office expenditures, and ensuring these expenses are within the set budget
- Assist with the month-end closing process, such as compilation of accrual entries and follow-up on post-accrual entries
- Resolving errors in P&L general ledger posting at the beginning of each month, if any
- Assist the Director of Programmes, Exhibitions and Museum Services with the annual budget process
Job Requirements
Education & Certification
- Diploma in Finance or related field preferred
Experience
- Minimum 1 year of art management working experience
Other Prerequisites
- Computer literate and competent in Outlook and Microsoft Office (Word, Excel, PowerPoint)
- Good conversation manners in person, online and on the telephone
- Proficient in English
- Meticulous and attention to detail
- Open-minded, willing to learn and a ‘can-do’ attitude
- Proactive in being continually aware and updated about developments and SOPs within ArtScience Museum and Marina Bay Sands
- A good team player who is willing to support the department, and all its team members
- Experience of minute-taking
- Flexible working hours including some late nights during Exhibition Previews and All-Hands Meeting and team bonding
Marina Bay Sands is committed to building a diverse, equitable and inclusive workforce, providing equal opportunities as we grow our talent base to match our growth ambitions in Singapore. Our employees are committed to adhere to and abide by all rules, regulations, policies and procedures, including the rules of conduct and business ethics of the Company.
Advertised: Singapore Standard Time
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Search results
Position |
Department |
Work Type |
Coordinator, Exhibitions and Museum Services
|
Other Operating
|
Full Time
|
The Coordinator plays a key role within the museum’s administrative office. The post-holder will be part of the smooth running of the museum, coordinating aspects of the administrative duties associated with the museum, and working closely with the Senior Administrator and Museum Admin Group on a day-to-day basis. The post-holder will work with many of the ArtScience Museum’s team, and as such, must be a good team-worker, able to communicate, and bond. He/She will provide support to the Senior Administrator, including working closely to support the smooth running of the museum.
The post-holder will use many of Marina Bay Sands’ administrative systems and tools, with the support of the Senior Administrator, and therefore must be focused, detail-orientated, and organized. |
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Current opportunities
Position |
Department |
Work Type |
Coordinator, Exhibitions and Museum Services
|
Other Operating
|
Full Time
|
The Coordinator plays a key role within the museum’s administrative office. The post-holder will be part of the smooth running of the museum, coordinating aspects of the administrative duties associated with the museum, and working closely with the Senior Administrator and Museum Admin Group on a day-to-day basis. The post-holder will work with many of the ArtScience Museum’s team, and as such, must be a good team-worker, able to communicate, and bond. He/She will provide support to the Senior Administrator, including working closely to support the smooth running of the museum.
The post-holder will use many of Marina Bay Sands’ administrative systems and tools, with the support of the Senior Administrator, and therefore must be focused, detail-orientated, and organized. |
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