SUMMARY OF JOB PURPOSE
Onitsuka Tiger embarked on a new chapter on 1 October 2018, operating quasi-independently within the same legal framework as ASICS Corporation. This strategic shift was in response to the unique operational needs of the Onitsuka Tiger brand. Our goal is to elevate Onitsuka Tiger to the pinnacle of premium lifestyle brands on a global scale. As we strengthen our organizational structure to support our growth in Southeast Asia, we are in search of a dedicated Administrative Assistant to actively engage in and support our business development initiatives.
The Administrative Assistant provides essential administrative and coordination support to the Store Design team. This role ensures smooth operations by managing documentation, schedules, communications, and financial processes including invoice settlements related to store design projects.
DUTIES AND RESPONSIBILITIES
Administrative Support
- Manage calendars, schedule meetings, and coordinate appointments for the Store Design team.
- Prepare meeting agendas, take minutes, and follow up on action items.
- Handle travel arrangements and expense reports.
- Create templates for scopes of work and documentation used within the Store Design department.
- Liaise orders and requests between internal teams and external stakeholders to ensure timely execution and communication.
Project Coordination
- Track store design projects, timelines, and deliverables.
- Maintain project documentation including design briefs, floor plans, and vendor contracts.
- Support the team in preparing presentations and reports.
Communication & Liaison
- Act as a point of contact between the Store Design team and internal departments (e.g., Procurement, Construction, Visual Merchandising).
- Liaise with external vendors, consultants, and contractors to facilitate design-related activities.
Documentation & Filing
- Organize and maintain digital and physical files related to store design projects.
- Ensure version control and proper archiving of design documents and drawings.
Procurement, Budgeting & Invoice Settlement
- Assist in processing purchase orders and invoices for design materials and services.
- Coordinate with Finance and Procurement teams to ensure timely invoice settlement and payment tracking.
- Help monitor budget usage and prepare cost tracking reports.
Design Team Support
- Coordinate sample requests, material boards, and mock-ups.
- Support in organizing design workshops, reviews, and store visits.
REQUIRED SKILLS & EXPERIENCE
- Diploma in Business Administration or related field.
- 2+ years of experience in an administrative role, preferably in retail or design.
- Strong organizational and multitasking skills.
- Proficiency in Microsoft Excel and Microsoft Office Suite.
- Familiarity with design tools (AutoCAD, SketchUp, Adobe Suite) is a plus.
- Excellent communication and interpersonal skills.
- Detail-oriented with a proactive approach to problem-solving.
