The Role

This position will provide administrative support to the Group.

Job Responsibilities

• Coordinate and schedule internal and external meetings and events for the team(s)
• Circulating diary invitations (with updated agendas as appropriate)
• Taking/circulating minutes of meetings
• Booking of meeting rooms and catering (where appropriate)
• Making travel arrangements as necessary.
• Manage both domestic and international travel arrangements, including assisting with obtaining any necessary prior internal approvals and with any subsequent processing of staff expenses and/or travel claims.
• Assist the team in preparing internal and external reporting such as performing market research work where required, coordinating all reporting requirements to ensure strict compliance with all timelines (including updating and maintaining various Excel tracker/reports) and ensuring that all reports are presented both to a very high standard and in the required formats.
• Assist the team with the production of internal and/or external marketing collateral, as appropriate.
• Maintain proper records for the team, including coordination of the document-flow/retention between Mapletree offices and departments (e.g. Legal, Development, Finance, Property Management, Treasury)
• Ensuring shared drives are organised and that files and documents are regularly filed in the correct locations to allow for the swift/easy retrieval of necessary information
• Manage the procurement of services where required in line with company policies.
• Use eForms (or any other relevant internal systems) to seek approvals for incurrence/processing of invoice payments.
• Provide colleagues from other departments (e.g. Finance, Property Management, Legal, Treasury) with relevant information when requested.
• Create purchase requisitions and goods-received notes for all term contracts and otherwise as required.
• Liaise with external consultants (such as Property/Facilities Management Outsourced Service Providers, lettings agents, planning consultants, business rates consultants and solicitors) on information requests, meeting follow-up actions etc.
• Build and maintain strong internal relationships.
• Support and contribute to a positive team spirit and dynamic.
• Work with other Admin colleagues to help provide a consistent level of admin support across the wider UK team, including reception cover, when required.