LikeMeetWork Pte Ltd – Project Administrative Intern #SGUnitedTraineeships

About LikeMeetWork

LikeMeetWork’s purpose is simple - to help others get to the next level. We are a one-stop shop business centre. We are devoted to designing, building and operating eco-friendly coliving and coworking spaces, giving our clients new ways of approaching the work they do. Our goal for every single client is to help them create a cozy and conducive pro-work environment where they are excited about the work they do.

Warning: LikeMeetWork is not for everyone. You will push yourself, make your mark, and engage with your teammates in an open and honest way – even when it’s uncomfortable. You will celebrate your mistakes (and you will make plenty of mistakes!), and work hard to figure out how to help LikeMeetWork get better – Every. Single. Day

Position Description

As the Project Administrative Intern, your primary responsibility will be to make sure our two senior staff are insanely effective. We are looking for someone who jumps at the chance to lend a hand and wants to contribute to a very diverse range of business and administrative functions. If you are tech savvy, details oriented, are looking for the excitement that comes from working hard and making a big impact - and want to work with a team who feels the same way - we would love to talk with you.

What is a Project Administrative Intern

Project Administrative Interns are team players for whom no task is too small or too large if it contributes to the company’s success. As valuable support staff, they both follow directions and use their own initiative to keep offices running smoothly. They act as a communication hub between stakeholders, e.g., CEO, sales team, customers, community, vendors, etc. Project Administrative Interns provide real time research, analysis, marketing and administrative support for field level activities and development of new business opportunities.

Project Administrative Interns generally work standard full-time hours in an office environment and are client facing. Professional image and etiquette are expected at all times. As events management is a main service offering, projects are expected to be conducted outside of regular office hours.

Duties and Responsibilities

The nature of the project influences what assignments a Project Administrative Intern will be called upon to perform. Candidates are expected to do the following:

Clerical Tasks

Project Administrative Interns are eloquent inside sales, superb office administrators, inspiring story tellers, tension diffusers (customer complaints; just smile!), able to type with their feet, file documents with their teeth, write proper blogs and e/mails, answer sales calls with their ears, and perform other tasks critical to daily office operations, sale and marketing with red bull, and still look good at the same time!

Keep Records

Sales and marketing involve a large amount of information that needs to be maintained and organised. Project Administrative Interns are strong administratively; they compile and update physical and/or digital files on clients, leads, expenses, and sales.

Develop and maintain project tracking tools to assist staff and leadership with priorities and accomplishing goals within defined timeframes; keep up to date on issues and developments and communicate information to sales and marketing staff, leadership and supervisors/managers as needed.

Create and use current document templates for common processes. Monitor Google analytics on existing websites and deliver monthly summary reports to the CEO.

Organise Events

Whether management calls a meeting for staff, or arrangements for a trade show that needs to be made, the Project Administrative Intern gathers the appropriate people, resources and attends to the details.

Brand, PR and Marketing

Project Administrative Interns are the company’s Brand Monitors! They create, and maintain on/offline marketing presence. Identify trends and opportunities. Use SEO and other trending social media to achieve the desired perceived branding. To assist with budgeting for events and client services. Create and/or update written promotional materials and assist in maintaining website material (at least one time weekly)

Communicate marketing needs to business partners, assist in preparing materials and confirm that consultants/vendors have followed through with marketing vision and branding.

To provide market research to support company goals as needed; including researching potential accounts.

Support the CEO and other Staff

The Project Administrative Intern may support the CEO to ensure his time is effectively utilised, e.g., operational attention, in-house appointments, outbound meetings and sales calls. The intern may need to keep track of other staffs’ KPI and deliverables, their whereabouts, convey information from management, coordinate calendars, and assist with travel arrangements, etc.

Train New Hires

Experienced Project Administrative Interns will show newbies the ropes, including mentoring, onboarding, equipment use and company procedures.

Who you are

• You are energetic, bright, smiley, easy-going personality but with a “get it done” edge
• You are constantly learning, and constantly looking for ways to improve how you and others work
• You are a “servant leader” who thrives on ensuring the well-being of others – but you know that sometimes the best way to serve is to say “no”
• You have the ability to prioritise and anticipate needs; requires a high degree of judgement
• You love checking things off your to-do list
• You are comfortable with making decisions and moving forward with incomplete information
• You have a hawk’s eye for detail – a veritable detail junkie!
• You feel that humor is an important part of a professional environment
• You like to figure out new software tools and can adapt to new systems quickly
• You are able to capture information quickly and on the fly

For this position, you are probably NOT someone who:

• Is a “people pleaser”
• Works best with a lot of guidance and direction
• Prefers work to flow to you smoothly
• Tends to leave projects half-finished or gets easily distracted by other ideas
• Is uncomfortable pushing back
• Is uncomfortable celebrating and sharing mistakes

Qualifications

• 3-5 years of sales or administrative experience in a fast-paced environment
• Experience supporting sales people (and the demanding CEO!)
• Strong MS Windows, MS Office Outlook, Word, Excel and PowerPoint and web application skills, Adobe Suites, Photoshop illustrator, and InDesign
• MSc/MBA, BA/BS degree in Business, Communications or related degree preferred