Business Support Coordinator

Allow us to introduce ourselves.

At dss+, we are not just your average operations consulting firm; we are implementers and change makers. Our passion lies in engaging organisations to craft resilient and sustainable business, guiding them through transformational changes in safety, risk and resilience and through their energy transition. We take the complex world of risk and sustainability and translate it into actionable roadmaps that work with our clients business. We implement, working side-by-side with our clients to deliver real, tangible results.

dss+ services fall into three core areas—operational risk management, operational excellence and sustainability—each bolstered by learning, development and culture change solutions and digital technologies. Teams around the globe work with clients in metals and mining, chemicals, oil and gas, power and utilities, agriculture, food and beverage, industrial and manufacturing, and private equity.

We pride ourselves in combining industry experts and on the ground experience with strong people-centric change management capabilities. This creates the perfect blend to support our clients from intent to impact, enabling them to protect what they care for, transform their organisation, and sustain the changes required to make their vision a reality, in a practical actionable way.

What will you do?

The Business Support Coordinator must be effective in planning, prioritizing and executing tasks in a timely manner. You must also exhibit skills in building & maintaining strong relationships both internally & externally.

The ideal individual will be both approachable & respectful, comfortable with new technology, virtual meeting platforms and scheduling systems. Considering the culture of ownership and accountability within our organization, this person should be comfortable taking the initiative when faced with administrative decisions.

As a Business Support Coordinator, you will play a crucial role in ensuring the smooth operation of the Singapore office by providing comprehensive administrative support to the leadership team. The successful candidate will be responsible for the following key areas:

Responsibilities include:

Point of Contact for General Communications: Serve as the primary point of contact for general communications related to the Singapore office, manage incoming emails, calls, and correspondence with professionalism and efficiency.

Calendar Management and Appointment Scheduling: Maintain executives' calendars and schedule appointments effectively, collaborate with Asia-Pacific leadership to optimize time management and prioritize tasks.

• Act as a virtual assistant including planning and scheduling meetings for the AP Leadership Team.

• Record meetings if required and organize data for senior management.

• Create reports, presentations, memos, and communications as needed.

Travel Management:

• Manage the travel budget and bookings for executives including executive air travel, land transport, and accommodation with attention to detail. Communicate travel arrangements effectively and ensure a high level of follow-through.

Administrative Support:

• Provide comprehensive administrative support to the Singapore office.

• Organize and oversee engagement activities for the Singapore office.

• Coordinate regional meetings and townhall logistics, ensuring smooth execution.

• Source office supplies and handle the filing system.

• Manage incoming documents (memos, invoices) and redistribute them appropriately.

• Manage access cards and other office-related responsibilities.

• Assist with IT equipment for the team (image laptops, move offices, set up stations, tidy etc);

• Arrange testing and tagging of IT equipment when required.

• Assist the team with any Helpdesk follow ups.

• Assist with adhoc printing, presentations, proposals and letters, as well as any other administrative tasks required.

Expenses and Bookkeeping:

• Provide comprehensive administrative support to the Singapore office.

• Compile and manage expenses and bookkeeping reports for the Singapore Office and support with local audit requirements as needed.

• Review and approve independent Consultants’ invoices and expenses.

• Prepare expenses for the team.

• Raise and manage purchase orders as necessary.

Confidential Information Handling:

• Establish and manage an organized electronic and paper filing system.

• Handle sensitive information with the utmost confidentiality.

Project Admin Support:

• Support Project Managers with invoice preparation and follow up, liaising with dss+ and client Finance teams

• Support project teams with travel logistics (e.g. liaising with agencies and dss+ offices to obtain visas, help on flights, hotels)

• Support project bid teams with preparation of administrative documentation for proposals

Special Projects and Committees:

• Participate in special projects and committees as assigned.

• Act as a representative or manager for specific initiatives when required.

• Prepare, attend and follow-up business calls and Business & Project Reviews.

• Any other projects and actions as assigned by the reporting manager.

Who are you?

• Your values align with ours. Living and breathing the dss+ Core Values and Mission Critical Behaviors and encouraging others to do the same through decisions, policies, actions, etc. More information about our core values can be found here: https://www.consultdss.com/content/assets/documents/DSS-Code-of-Conduct.pdf

To be successful in this position, you will bring the following qualifications and experience:

• Tertiary education in Business Administration / Office Administration or a related field desirable.

• Ideally possess experience as Business Support or Executive Assistant, providing high level administrative support to business leaders, but also open to an individual seeking a development opportunity.

• Strong attention to detail, goal-oriented and a natural problem-solver who can take the initiative or escalate as necessary.

• Strong planning and organizational skills, able to manage concurrent projects and deadlines, ensuring delivery on time and on budget.

• Highly proficient in the use of MS Office programs – Excel, PowerPoint, Teams. Experience with PowerBI will be highly regarded.

• Proven ability to adhere to confidentiality requirements.

• Experience of working with multi-cultural, multi-disciplinary teams will be well regarded.

• Superior time management skills and ability to work unsupervised.

• Strong interpersonal, written, and verbal communication skills and ability to work effectively within a collaborative / team environment.

• Self-starter with entrepreneurial spirit.

• Professionalism and integrity, exemplifying dss+ core values in way of working.

This position is primarily performed in the office location however may be required to attend multiple meetings both in person and virtually.  If you possess the skills and experience required for this role, we invite you to apply and contribute to the success of our dynamic team.